SPSCT14 - Taming Your Taxonomy in SharePoint
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SharePoint Saturday Connecticut - November 8, 2014
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SPSCT14 - Taming Your Taxonomy in SharePoint
- 1. SharePoint Saturday Connecticut 2014 #SPSCT photolandscapeviewjohnc.blogspot.com Taming Your Taxonomy in SharePoint Jonathan Ralton
- 2. Taming Your Taxonomy in SharePoint Jonathan Ralton BlueMetal Architects
- 3. Agenda Setting the Stage Orientation In Theory… The Nitty-Gritty In Practice… Exercise Wrapping Up Questions
- 5. Setting the Stage Taming Your Taxonomy in SharePoint
- 6. ME
- 7. Presenter Jonathan Ralton • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • No code! • Document Management, Content Management, Knowledge Management… jonathanr@bluemetal.com @jonralton blog.jonralton.net
- 8. YOU
- 9. Audience What roles are you in? What SharePoint phase are you in? What are you hoping to learn?
- 10. Orientation: In Theory… Taming Your Taxonomy in SharePoint
- 11. In Theory… SharePoint does this thing called Content Management
- 12. 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
- 13. Pleasantville © 1998 New Line Cinema
- 14. Wild Wild West © 2014 Universal Studios
- 15. In Theory… What is… • Content Architecture • Taxonomy How do they relate? Content Architecture Taxonomy
- 16. Content Architecture 1. The specification for a content management solution 2. A set of activities and outputs for effective content management – Cleve Gibbon
- 18. def·i·ni·tion [dèf fə nísh'n] TAXONOMY
- 19. Taxonomy “a classification into ordered categories” – dictionary.com
- 20. Taxonomy A way to group things together
- 21. In Theory… • Qualities • Structured • Organized •Methods • Grouping • Classification • Categorization • Goals • Make findable • Make usable
- 22. In Theory… FINDING CONTENT Navigation Search 50% 50%
- 23. In Theory… • What is it? • Is it useful to me?
- 24. In Theory… Findability Usability Taxonomy
- 25. In Theory… Your taxonomy is an integral part of your content architecture plan
- 26. In Theory… Your content architecture is the foundation for achieving content management
- 27. In Theory… Art Science
- 28. In Theory… A Process An Outcome
- 29. 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)
- 32. White Paper • Planning • Documentation • Inheritance bit.ly/GovernanceinSharePointFeature
- 33. The Nitty-Gritty: In Practice… Taming Your Taxonomy in SharePoint
- 34. In Practice… Farms Web Applications Content Databases Site Collections Sites Lists Libraries Folders Document Sets Crawled Properties Site Columns Managed Metadata External Content Types Content Types Managed Properties
- 35. In Practice… What are… • Content Types • Site Columns What will we do with them? Content Types Site Columns Metadata
- 36. In Practice… Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy
- 37. Let’s Ignore… • External Content Types • Folksonomies • Third Party Features/Apps
- 38. def·i·ni·tion [dèf fə nísh'n] CONTENT TYPE
- 39. 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”
- 40. 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
- 41. Content Types – Inheritance Item Document Picture Folder Discussion Document Set Announcement Contact Event Issue Link Post Task
- 42. Content Types – Categories Item Document Folder Document Set
- 44. Content Types – Warning DO NOT modify the out-of-the-box content types!
- 45. 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)
- 46. Content Types – Considerations Intranet Home HR Department IT Department Marketing Department Sales Department Benefits Team Compensation Team • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
- 47. 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
- 48. Content Types – Considerations • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
- 49. Content Types – Considerations Document Ad Invoice Offer Letter Purchase Order Salary Increase Request Termination Letter
- 50. Content Types – Considerations Document HR Document Offer Letter Salary Increase Request Ad Termination Letter Invoice Purchase Order
- 51. Content Types – Considerations Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
- 52. Content Types – Considerations Document Master Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
- 53. 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
- 54. 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
- 55. Content Types – Considerations Content Type A in List 1 Site Content Type A Content Type A in List 2 Content Type A in List 3 Content Type A in List 4 • Site vs. List/Library content types
- 56. Content Types – Considerations http://path/My%20Document.docx Link to a Document Content Type My Document.docx Document Content Type • Link-based content types
- 57. def·i·ni·tion [dèf fə nísh'n] SITE COLUMN
- 58. Site Column “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites”
- 59. Site Column a field
- 60. 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
- 61. 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)
- 62. Site Columns – Considerations Column A in List 1 Site Column Type A Column A in List 2 Column A in List 3 Column A in List 4 • Site vs. List/Library columns
- 63. Site Columns – Considerations Choice Lookup Managed Metadata • When to use which type
- 64. Site Columns – Considerations • Plain text • Does not update Choice Column • No metadata about choices
- 65. 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
- 66. 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
- 67. 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 Datasheet View support • Quick Edit support in 2013 • Folksonomy possibilities Managed Metadata Column
- 69. Site Columns – Considerations • Too few columns? • Too many columns? • Required/Not Required?
- 70. Site Columns – Considerations My Column • My%20Column My Column • Mycolumn Renamed Column • oldnamecolumn • ‘Internal Name’/Static Name vs. ‘Display Name’/Title
- 72. def·i·ni·tion [dèf fə nísh'n] METADATA
- 73. Metadata “data about data” – dictionary.com
- 80. Metadata Content Types Site Columns Metadata
- 81. Metadata – Process 1. Identify common elements 2. Identify unique elements 3. Associate at the appropriate level(s) on the appropriate content type(s)
- 82. 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
- 83. SharePoint Building Blocks Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy
- 84. 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.
- 85. 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 Site List/Library Item Collection Site
- 86. 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.
- 87. Taxonomy/Context – Approach 1. Determine what content is needed where 2. Associate at the appropriate level(s) with the appropriate container(s)
- 88. 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
- 89. 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
- 90. Library Templates • Asset Library • Dashboards Library • Data Connection Library • Document Library • Form Library • Picture Library • Record Library • Report Library • Slide Library • Wiki Page Library
- 91. 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
- 92. 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
- 93. Exercise Taming Your Taxonomy in SharePoint
- 96. 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 Number Deduction Type Customer Date Requested Date Range Start Date Range End Product Category Contract Documents Advertisement Documents Billback Documents Repay Documents Scan Data Documents Spin Report Documents Syndicated Data Documents Markdown Deduction Status
- 97. 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
- 98. Wrapping Up Taming Your Taxonomy in SharePoint
- 99. Wrapping Up Content Architecture Taxonomy
- 100. Wrapping Up Taxonomy Structure Organize Label Categorize Group
- 101. Wrapping Up Reusable
- 102. Wrapping Up Findability Usability Taxonomy
- 103. Users move pretty fast. If you don’t stop and think about this stuff before you let them into SharePoint, you could end up with a mess. © 1986 Paramount Pictures
- 104. TAMING YOUR TAXONOMY 1. PLAN AHEAD 2. DOCUMENT IT 3. FOLLOW YOUR GOVERNANCE POLICY © 1986 Paramount Pictures
- 105. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
- 106. Questions? © 1986 Paramount Pictures
- 107. CONNECTICUT SHAREPOINT USERS GROUP • Different SharePoint discussions each month on various topics. Announced on meetup.com • Meets 3rd Thursday of every month • 6pm – 8pm • Microsoft Office Downtown Hartford • 280 Trumbull St, Hartford CT 06103 • http://www.meetup.com/ctspug
- 108. THANK YOU EVENT SPONSORS • Diamond & Platinum sponsors have tables in the kitchen area • Please visit them and inquire about their products & services
- 109. Reference Taming Your Taxonomy in SharePoint
- 110. 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
- 111. 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
- 112. 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
- 113. 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
- 114. 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
- 115. 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 Discontinued Features and Functionality bit.ly/1bhrLKr Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw SharePoint Maturity Model www.sharepointmaturity.com
- 116. Links My Enterprise Content Management (ECM) Resources Click Here My Knowledge Management (KM) Resources Click Here My Records Management Resources (RM) Click Here My SharePoint Resources Click Here My Web Content Management (WCM) Resources Click Here
Editor's Notes
- Good Afternoon… As you know we’ve got about 60 minutes or so… We’re going to do some quick getting-to-know each other, then I’m going to give you a bit of an orientation. We’ll get into the nuts and bolts, attempt a live mini-design exercise using some of what we learned, and finish up hopefully with some extra time for Q&A SOUND GOOD? And I have to end on time because…
- I have to spring this guy from exile.
- VERY BRIEFLY about me…
- I’m an Information Architect What does that mean? I organize stuff, but I also deal a lot with the user experience, information governance, and the lifecycle of content Been working with SharePoint for coming up on nine years now I’m not a developer! Major focus is on wrestling with all the ‘m’ acronyms… DM, ECM, WCM, KM… Here’s how to ping me But enough about me…
- Let’s find out a little about all y’all.
- Just so I get an idea who I’m talking to… Do we have any Developers? Administrators? Business people/end users? Who is currently using SharePoint in their organization? Who is in the planning stage? Who wishes they could go back to the planning stage? What do you wanna know?
- You may have heard SharePoint does this thing called CM—whatever flavor it may be
- Why are we talking about this? SharePoint tells us that it can handle a LOT of different things—many more not up here on the screen. Well… Do you want to turn all this stuff on and hope for the best?
- The goal is to create Pleasantville.
- But you’re going to end up in the Wild West if you don’t think carefully about some of the stuff we’re going to talk about.
- To start off, we’re going to get into these 2 things, find out what they are, and how they relate to each other. And… the answer is already up there.
- We have this term out there, CONTENT ARCHITECTURE. What is it? It’s about Content Management Here, we’re looking at two parts to the whole 1. A specification. What’s that? It’s an outcome 2. Activities and outputs. We’re talking about a process
- It’s part of a process which is going to help you achieve your content strategy and will form the foundation for content management But let’s get to the ‘big’ word for today…
- We’re here to talk about taxonomy… What is this thing called TAXONOMY? Simply… OK so we’re going to be categorizing our stuff. Cool.
- Even more simply…
- In talking about these big concepts—content architecture and taxonomy--What are the common threads here? What does taxonomy as part of content architecture look like? It’s structuring And organizing How are we going to get there? We’re grouping things To be able to classify and categorize Why do we work with taxonomy? Again, findability And usability CONTENT
- It’s also about your USERS. It’s about half and half. Some people like to follow a map and street signs along the way to get to where they want to go. Others like to search for their content and expect it to come up pretty high in the result set. What kind of person are you? Think about your email. If you’re a filer and have tons of nested folders that you put your emails into, you’re probably an green ‘navigation’ person. If you’ve got all your emails in your Inbox and anytime you want to find something you type in a keyword or you group and sort by sender, you’re probably a purple ‘search’ person. You have to consider both approaches in building out your taxonomy.
- Once you’ve located some content… We want some qualitative data about the content to differentiate it from the sea of other documents
- The goals, again, are helping users FIND their stuff and USE it effectively.
- To recap… Taxonomy is part of the bigger picture; shouldn’t be examined in a vacuum. Other parts of your content architecture will include policies, workflows, etc.
- Remember that content architecture is the foundation for CM Taxonomy is the map; the plan; the blueprint in SharePoint My major point here is: You must plan ahead if you want to get all the way there
- This stuff is not black and white or one-size-fits-all. I cannot tell you today an exact process to follow that will work for everyone in every case for all content. And if you approach your users or whoever you’re working with on this stuff with the same solution every time, you’re doing it wrong.
- At the same time, working through this stuff should consist of two complimentary objectives. We saw this in the definition for Content Architecture… You’re going to embark on the process because you have a desired outcome. But, your outcome is going to be influenced by undertaking that process.
- Going through the process Helps people ideate Can remedy bad things that didn’t work out in the past Especially with SharePoint projects… Sometimes it’s a therapy session Gets users to feel a sense of ownership; they’re going to help build it—not just be delivered something they didn’t have a part in shaping At the end of your process You should end up with documentation You should also have some things that aren’t written out in sentences, like spreadsheets and charts that help illustrate the plan These process elements apply way beyond SharePoint, of course But… we’re at SharePoint Saturday, so we’re going to stick to that. I’m currently working with a client that is looking at this exact problem. They’ve gotten their hands on SharePoint online, Office 365, they’ve played around with it a little, and they have a user community that has been starved for attention for years. They want to let them in and provide some value as soon as possible, in a largely self-service paradigm. We had a lot of conversation around drawing up a plan for the foundation before they start building the house and setting up the furniture. You get the keys to SharePoint. You’re about to send out the email telling everyone the day has arrived and all their problems will be solved.
- STOP. As easy as it looks, as tempting as it may be… Don’t do it. SharePoint comes in a box, you open the box, and you can use it right away, but you shouldn’t.
- If you don’t go through this process and plan ahead and communicate across all of the participants, stakeholders, sponsors, etc…
- I’m going to be throwing a lot of information at you. Please, not for my own sake… go read this white paper sometime later on. It’s a few years old now but is very relevant and takes you through these concepts especially one I’m going to be introducing to you around inheritance
- OK here we go!
- We have ALL these things to build with in SharePoint, and more… How do we do it right?
- Let’s start off with the basics. We’re going to review what content types and site columns are We’re going to put them together to be able to track metadata on our content
- We’ve going to have our content types and site columns. Together we’re able to associate metadata appropriately with our content. We’re going to have our sites, libraries, and lists (a.k.a. our containers in SharePoint) That’s going to get us context, the logical architecture, for our content. Deciding where to use all of our tools is what will bring our taxonomy to life.
- 60 minutes is not a lot of time. We’re going to pretend…
- SharePoint has two main constructs that we’re going to focus on at the outset: content types and site columns. This is Microsoft’s definition right off of TechNet of a content type in SharePoint Big word here: REUSABLE Pay attention to the words in purple; these are reasons/qualifiers for why you would consider using a content type and for creating different content types And notice our key term here about categories of items A content type is not just a tag
- Out-of-the-Box Content Types They’ve always been there behind the scenes; you may not have realized you’ve been using them the whole time since SharePoint 2007 Some things to notice here… There is a parent-child relationship model here These things aren’t just one-offs All things derive from Item (ultimately System) Some are super special SharePointy things
- Let’s take a look at the common OOTB ones that you interact with all the time. (I simplified some of the relationships here.) Notice the parent-child relationship. CLICK A picture is a further developed kind of document CLICK A document set is actually a kind of folder
- Two major branches—item-based and document-based Where an item is basically a row in a list SharePoint content is all stored in lists. Libraries are lists. They’re just designed to store document-based content types. Document-based content types are designed with the primary element being a file. An item can have a file attached to it. Item Contact Event Document Self-explanatory Folder A thing that holds documents Document Set A super special ‘binder’ but it’s a folder on steroids
- Show the default content types Show enabling content types in library; show Document content type
- PLEASE! Microsoft expects throughout SharePoint that certain OOTB elements are defined the way they designed them, and especially when it comes time to install an update or service pack, you don’t want to have altered these things.
- Content Types have a scope in a site structure within a site collection. Content Types are only visible downward. CLICK
- Let’s take a sample site structure and a few example content types. I could just define these in the topmost site… But, instead… CLICK I’m going to instantiate the things that everyone uses at the top, CLICK HR CLICK Compensation CLICK Marketing
- Content Types inherit properties from parents This is why you might want to consider what I call an abstraction layer Let me talk about what I call Transactional vs. Abstraction content types
- Let’s use this sample list of content types again
- This is perfectly valid. But it doesn’t follow our directive to plan ahead. This is going to get unwieldy when the list grows to more than a half-dozen content types. You’ll want to introduce a level of abstraction.
- Here I’ve grouped the documents that have to do with human resources under a parent content type of ‘HR Document’ This is your abstraction layer. I’m never going to USE this content type transactionally, meaning I won’t enable it in a library and assign this content type to a file. Thinking ahead, I may want to put even more abstractions in place.
- What does this get me? The Ad is just one content type; why abstract it already? You can’t insert a level in later on.
- In fact I always insert one ultimate abstraction point just below Document so I have that place to influence all my custom content types without modifying the out of the box
- Keep in mind the reasons I might want to instantiate another content type. For example, I may want to isolate a workflow. Let’s say I have this snippet of my content type hierarchy. Obviously this inherits downward from the OOTB document or form content type… These are all transactional content types; I will be using these for real documents or forms. This is certainly a valid model. What you want to be careful of when inheriting a transactional content type directly from another transactional content type are any deviations downward that you may have to account for. CLICK For example, I could set up a workflow for all shipping requests here. That will apply downward to all 6 other content types But let’s say I have a different approval process for expedited shipments. I could set up a workflow on only that content type. CLICK BUT, do I want BOTH of those to run? No. So I have to remove the other one. CLICK OK… BUT what happens when I update the shipping approval workflow settings and I need to propagate those downward to the 5 other content types that need it? CLICK Let’s say I have yet another workflow I need to perform on things that are shipped internationally; I need to get some sort of authorization to export out of the country. CLICK OK… I can set up a workflow here, and another workflow here. Do I have to remove the other workflow? Maybe not because both actually need to run; they’re separate processes. BUT (depending on how I set this up) these may end up being two copies of the same workflow and that’s extra work to set up and maintain Not the best way to manage that because I have to make changes twice. What could be a better way of setting up these content types?
- I’ve added several abstraction layers here. I can now define all three of my workflows in only one place, and all the content types that require them will have them and the ones that don’t won’t. CLICK I’ve even thought ahead and split up the standard and non-standard request types because perhaps in the future I can foresee a separate workflow being needed for those. Now this may not be ideally appropriate for OTHER settings like metadata. I’ve now lost my inheritance between the 2 air freight content types and the inheritance between the 2 ocean freight content types. You need to figure out what’s best for the business problems that you’re trying to solve and balance that with the setup and maintenance
- Changes that you make at a certain level could be overridden List/Library content type is linked but is just an instance/copy; they’re not one in the same This could work to your advantage or your demise Workflows
- This is sometimes a good way to not have duplicate copies of the same document if it is needed in different places.
- OK; next we’ve got site columns Again, we’ve got TechNet to tell us the medical explanation Again, notice the word REUSABLE
- OK; next we’ve got site columns Again, we’ve got TechNet to tell us the medical explanation Again, notice the word REUSABLE
- There are types of columns in SharePoint; they each have their own unique characteristics and field controls—the way the column is rendered in a newitem or edititem .aspx form
- So, like content types, site columns have a scope—downward Therefore the same rules apply Where you define it affects where you can use it
- Like content types, there are instances/copies of site columns in libraries/lists UNLIKE content types, you can instantiate a column in a library/list, but that’s not a site column and only has relevance to that container only Required
- One of the decisions you often have to make is when to employ one of these types for giving users a selection of things to pick from
- Choice Easy text Never updated
- Lookup It does update Can’t use across site collections Has a scope If you need to store additional metadata ABOUT the choices Can help you with things called projected fields Not all columns will project With some extra work, you can set up lookup columns to narrow down choices, for example selecting a country and then getting the list of states or provinces for that country only
- Scope applies to lookup columns as well and can be used to your advantage. CLICK They depend on where the list you are looking up to is located Once I create a lookup to it, however, all the sites down the tree now have access to the choices in that list CLICK
- Managed Metadata Got this in SharePoint 2010 Only way OOTB to use a consistent set of terms across site collections—even web applications and farms These are great for enterprise-wide groups of terms, it supports synonyms… You can re-use the same term in different hierarchies It’s a great assist for navigation within SharePoint, which will help you users find your content and filter it out Gives your users the chance to contribute a social taxonomy, or folksonomy. Not always advisable in all situations but can be very helpful in some. What’s altered this decision a bit is SharePoint 2013’s managed metadata extended properties…
- Show sample MM hierarchy
- You want to track data that will actually be of value. Just because you can set up a column for your document approver’s shoe size doesn’t mean it’s relevant. You can have too many columns and it will be laborious for users to adopt the practice of providing that data to the system. If your data has a low likelihood of ever being populated, perhaps because it’s not required, it can lead to bad data and the items that did have the field filled in become less valuable because it wasn’t done consistently. This is a balancing act.
- SharePoint’s going to refer to your column differently depending on how you’re referencing/accessing it Programmatically UI Central Admin - Search
- Show column properties
- What is METADATA? Simply… You’re already using it and may not realize it.
- Outlook
- iTunes
- From your Camera…
- In SharePoint… At the very least: Created Created By Modified Modified By And an item always has Title A document also has a name, which is the filename
- We ASSOCIATE the site columns WITH the content types to get metadata
- How do we decide where to set up the columns in our hierarchy?
- For example… The same goes for other settings on these content types, by the way. Remember that we can isolate workflows, for example. We could set a retention policy. The same consideration applies to these.
- I want to discuss how the components and concepts we’ve talked about so far progress and feed into your taxonomy. We’ve got our content types and site columns. Together we’re able to associate metadata appropriately with our content. Nothing happens with these until we instantiate these in particular containers within SharePoint. Deciding where to do this with what building blocks is what brings your taxonomy to life.
- Why do we care about all of this stuff? Content Types, Site Columns, Metadata Our content types and our site columns are building blocks that can be used/instantiated in different places to effect different results and support our goals of finding content and making it usable within SharePoint
- Our content types and our site columns are building blocks that can be used/instantiated in different places to effect different results and support our goals of finding content and making it usable within SharePoint SharePoint gives us several layers to work with from the farm all the way down to individual items. It’s important to understand what can be configured where and the scope of those decisions. Line of demarcation Who is using or thinking of using SharePoint Online/Office 365? On-Premise vs. the cloud
- So in understanding your taxonomy and how it’s going to work and support your business processes, manage your content, comply with your security requirements… you need to understand the holistic view of how all of these things will work together in SharePoint.
- To make it very basic…
- Work your way up the layers Again, there’s that line of demarcation.
- OOTB we’re given several very different site templates.
- OOTB we’re give several different library templates.
- OOTB we’re given several different list templates. These will all accelerate you getting started.
- A few words about Content Type Publishing and the Content Type Hub… This allows you to trump that line of demarcation we just saw, with your content types, and have consistent definitions and settings across site collections, web applications, and even farms.
- It is incredibly important to consider and plan out the organization of the content that you’re going to manage. SharePoint has certain constructs built-in to set you up properly for being able to employ many of its features.
- I want you to understand not only what taxonomy is but that it’s part of a bigger idea.
- I want you to understand the tactics for working with your taxonomy.
- I want you to understand why it’s important to create these reusable elements in SharePoint in order to support your taxonomy.
- I want you to understand the goals for working with your taxonomy.
- I want you to think about this stuff BEFORE you let your first user into your site.
- Governance can be a whole week’s worth of other sessions and discussion. I encourage you to do a lot of research or call us for help ;-)
- If you do…
- If you do…