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SharePoint Saturday Connecticut 2015
#SPSCT
photolandscapeviewjohnc.blogspot.com
Must Love Term Sets: The New and Improved...
Jonathan Ralton
BlueMetal
Must Love Term Sets:
The New and Improved Managed
Metadata Service in SharePoint 2013
Connecticut
Agenda
Setting the Stage
Services Architecture
Information Architecture
Managed Metadata Service
Term Store
What’s New
Con...
Setting the Stage
Must Love Term Sets
YOU
Audience
What roles are
you in?
What SharePoint phase
are you in?
What are you hoping
to learn?
ME
Presenter
Jonathan Ralton
• Senior Information Architect
• SharePoint IT Pro since 2005
(WSS/SPS)
• No coding!
• Document ...
Services Architecture
Must Love Term Sets
Shared Service Provider (SSP)
A web application that
provides all of the
services for SharePoint
such as:
• Search
• User ...
Shared Service
A component of the
Shared Services
Framework such as:
• Search
• User Profile
• Managed Metadata
Service Application
• In order to use a Shared Service, a Service Application must be
provisioned
• Automatically using th...
Service Application Proxy
• All Service Applications have a corresponding Service Application
Proxy
• An object that a ser...
QUICK EXPLORATION
Service Application Description SharePoint Foundation SharePoint Server Standard SharePoint Server Enterprise
Access Servi...
Advancements ⓬ → ⓮⓯
Redundancy
• Multiple application servers can
have a physical instance (a
running web service) of the
...
Advancements ⓬ → ⓮⓯
Delegation
• Can give users access to manage
only certain service applications
Flexibility
• A single ...
Advancements ⓬ → ⓮⓯
Performance/Resources
• Only the services needed must
be deployed
Reuse
• Some service applications ca...
Logical Architecture
http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
Logical Architecture
1. You can deploy only the service applications that are needed to a
farm.
2. Web applications can be...
Logical Architecture
• Enterprise Services Farms
• Specialized Service Farms
• Cross-Organization Farms
• SharePoint 2013 ...
Service Architecture
The Managed Metadata Service is a
Service Application
Information Architecture
Must Love Term Sets
Information Architecture
•Qualities
• Structured
• Organized
•Methods
• Grouping
• Classification
• Categorization
•Goals
...
TAXONOMY
def·i·ni·tion [dèffə nísh'n]
Taxonomy
“a classification into ordered categories”
– dictionary.com
Taxonomy
“a hierarchical classification of
words, labels, or terms
that are organized into groups
based on similarities”
–...
Taxonomy
A way to group things together
Taxonomies
• May be defined and centrally managed by one or more individuals
• Useful because they provide a logical, hier...
FOLKSONOMY
def·i·ni·tion [dèffə nísh'n]
Folksonomy
“the classification that results when Web site users
collaboratively apply words, labels, or terms to
content o...
Folksonomies
• Can be useful because it taps the knowledge and expertise of site
users and content creators
• Enables cont...
Approach
Taxonomies
• Formal
• Centrally managed
• Hierarchical
• Managed Terms
• Term Sets
Folksonomies
• Collaborative
•...
Managed Metadata Service
Must Love Term Sets
Overview
Term Store
Content
Type
Syndication
Managed
Metadata
Service
Overview
Term Store
• We can centrally
manage/govern taxonomy and
folksonomy
Content Type Syndication
• Via the Content Ty...
Term Store
Must Love Term Sets
Anatomy
14 (SharePoint 2010) 15 (SharePoint 2013)
TERM
def·i·ni·tion [dèffə nísh'n]
Term
“a word or a phrase that can be associated
with an item”
– Microsoft
Terms
• Has a unique ID (GUID)
• Can have many different text labels (synonyms)
• On a multi-lingual site, it can have lab...
Terms
1. Managed Terms
• Usually pre-defined
• Can only be created by users who have the appropriate permissions
• Often o...
TERM SET
def·i·ni·tion [dèffə nísh'n]
Term Set
“a collection of related terms”
– Microsoft
Term Sets
• Has a unique ID (GUID)
• Can specify that a column must contain a term from a specific term
set
Term Sets
Closed
Users cannot add new terms to
them when they are entering a
value for a column that is
mapped to the term...
Term Sets
Local Term Set
Created within the context of a
site collection
For example, if you add a column to a
document li...
GROUP
def·i·ni·tion [dèffə nísh'n]
Group
“a set of term sets that all share
common security requirements”
– Microsoft
Groups
• Has a unique ID (GUID)
• Only users who are designated as contributors to a specific group can
manage term sets t...
Term Store
Centralize Management
• We can set up a centrally
managed/unified structure for
metadata for multiple farms
Del...
Term Store
Make your life easier
• We can use tags and term sets
across farm tiers
• Requires being strict
• Introduce DEV...
MANAGED METADATA
def·i·ni·tion [dèffə nísh'n]
Managed Metadata
“a way to refer to the fact that terms and term sets
can be created and managed independently from
the co...
Managed Metadata
A service application
group can include
multiple Managed
Metadata service
applications
• The sites within...
Managed Metadata
Managed Metadata is
one of the few service
applications that is
typically deployed for
dedicated use by a...
TAGGING
def·i·ni·tion [dèffə nísh'n]
Tagging
“the act of applying metadata to an item”
– Microsoft
Tagging
Consistency
Discoverability
Flexibility
What’s New
Must Love Term Sets
Advancements ⓮ → ⓯
User Interface
Pinned Terms
Custom
Properties
Multi-Lingual
Support
Managed
Navigation
Hashtags
Tag Pro...
User Interface
• Buttons have moved from persistent on every page to the ribbon
Reusing and Pinning
Reused Term
• Leverage same term in more
than one location
• Source can be changed
• Allows for editin...
Custom Properties
• Can be instantiated on terms and term sets
• Not a replacement for projected fields
• Need to write cu...
Multi-Lingual Support
• Debuted with the inception of Managed Metadata, but now can take
advantage of the Machine Translat...
Managed Navigation
• Drive a site collection’s navigation from a term set
• Pass term to target page catalog item page
• f...
QUICK EXPLORATION
Hashtags
• Aggregation similar to Twitter
• No Yammer Support
Tag Profiles w/Search
/_layouts/15/HashTagProfile.aspx
?TermID=e5811cd0-bb1e-46e6-
86d1-91264a91cf77
Datasheet View/Quick Edit Support
• Finally can input/edit managed metadata columns in table view
Taxonomy API
• Access via
• Client Side Object Model (CSOM)
• REST
• Power Shell
Content Type Syndication
Must Love Term Sets
Content Type Publishing
Advantages
• Manage ‘Enterprise Content
Types’ across site collections,
web applications, and farm...
Site Based Retention Policies
• Compliance features of SharePoint have been extended to sites
• We can create and manage r...
Additional Considerations
Must Love Term Sets
Term Set Import
• Great way to get started
• Can specify hierarchies
• Possible but limited
• Can’t specify synonyms
• Can...
Blog Article
SharePoint Managed Metadata Import Files
bit.ly/SPMMImport
Term Store Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Maximum number of levels of
nested terms in a term stor...
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...
Site Columns –
Considerations
• Does update
• Hierarchy of terms
• Scope across site collections, web
applications, farms
...
DEEPER EXPLORATION
Wrapping Up
Must Love Term Sets
Wrapping Up
The Managed Metadata Service can be used
to advance your content management and social
goals via taxonomies an...
Wrapping Up
Information
Architecture
Findability Usability
Content accumulates pretty
fast. If you don’t stop to
think about this stuff and
talk with your users, you
could end up wi...
INFORMATION ARCHITECTURE
1. WORK WITH YOUR USERS
2. FOLLOW THE CULTURE
3. GAUGE EFFECTIVENESS
AND ADJUST AS NEEDED
© 1986 ...
They’ll all think you’re a
righteous dude.
© 1986 Paramount Pictures
Questions?
© 1986 Paramount Pictures
Connecticut
EVENT
SPONSORS
• Diamond, Platinum & Gold
sponsors have tables
• Please visit them and inquire
about their products & serv...
CONNECTICUT SHAREPOINT USERS GROUP
• Different SharePoint discussions each
month on various topics.
• Meets 3rd Thursday o...
SPECIAL OCTOBER SESSION!
• Michelle Caldwell (MVP) will be
making a stop at the CTSPUG
• Microsoft Store in West Farms Mal...
Reference
Must Love Term Sets
Resources
SharePoint 2010 SharePoint 2013
Introduction to Managed Metadata Introduction to Managed Metadata
Managed Metada...
Tools
Metalogix (MetaVis) Term Store Manager
PremierPoint Solutions Term Sync
ServiceAware Term Store Sync for 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...
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
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SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013

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SharePoint Saturday Connecticut - October 10, 2015

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SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013

  1. 1. SharePoint Saturday Connecticut 2015 #SPSCT photolandscapeviewjohnc.blogspot.com Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Jonathan Ralton All trademarks and registered trademarks are the property of their respective owners.
  2. 2. Jonathan Ralton BlueMetal Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Connecticut
  3. 3. Agenda Setting the Stage Services Architecture Information Architecture Managed Metadata Service Term Store What’s New Content Type Syndication Wrapping Up Questions
  4. 4. Setting the Stage Must Love Term Sets
  5. 5. YOU
  6. 6. Audience What roles are you in? What SharePoint phase are you in? What are you hoping to learn?
  7. 7. ME
  8. 8. Presenter Jonathan Ralton • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • No coding! • Document Management, Content Management, Knowledge Management… @jonralton jonathanr@bluemetal.com blog.jonralton.net
  9. 9. Services Architecture Must Love Term Sets
  10. 10. Shared Service Provider (SSP) A web application that provides all of the services for SharePoint such as: • Search • User Profile • Excel Services • InfoPath Forms Services
  11. 11. Shared Service A component of the Shared Services Framework such as: • Search • User Profile • Managed Metadata
  12. 12. Service Application • In order to use a Shared Service, a Service Application must be provisioned • Automatically using the Configuration Wizard • Manually via Central Administration or Power Shell • It consists of some or all of the following: • An administrative interface • An application pool • One or more databases • A physical instance (a running web service)
  13. 13. Service Application Proxy • All Service Applications have a corresponding Service Application Proxy • An object that a service consumer (i.e.: web part, object model, code) uses to connect to a Service Application
  14. 14. QUICK EXPLORATION
  15. 15. Service Application Description SharePoint Foundation SharePoint Server Standard SharePoint Server Enterprise Access Services Lets users view, edit, and interact with Access databases in a Web browser. ⃝ Business Data Connectivity Service Gives access to line-of-business data systems. ⃝ ⃝ ⃝ Excel Services Application Lets users view and interact with Excel files in a Web browser. ⃝ Managed Metadata Service Manages taxonomy hierarchies, keywords and social tagging infrastructure, and publish content types across site collections. ⃝ ⃝ PerformancePoint Service Application Provides the capabilities of PerformancePoint. ⃝ Search Service Crawls content, produces index partitions, and serves search queries. ⃝ ⃝ Secure Store Service Provides single sign-on authentication to access multiple applications or services. ⃝ ⃝ State Service Provides temporary storage of user session data for SharePoint Server components. ⃝ ⃝ Usage and Health Data Collection Service Collects farm wide usage and health data, and provides the ability to view various usage and health reports. ⃝ ⃝ ⃝ User Profile Service Adds support for My Sites, profile pages, social tagging and other social computing features. ⃝ ⃝ Visio Graphics Service Lets users view and refresh published Visio diagrams in a Web browser. ⃝ Web Analytics Service Provides Web service interfaces. ⃝ ⃝ Word Automation Services Performs automated bulk document conversions. ⃝ ⃝ Microsoft SharePoint Foundation Subscription Settings Service Provides multi-tenant functionality for service applications. Tracks subscription IDs and settings for services that are deployed in partitioned mode. Deployed through Windows PowerShell only. ⃝ ⃝ ⃝ http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
  16. 16. Advancements ⓬ → ⓮⓯ Redundancy • Multiple application servers can have a physical instance (a running web service) of the same service application Isolation • No longer a single point of failure as with SSP • A web application does not have to consume all the available service applications
  17. 17. Advancements ⓬ → ⓮⓯ Delegation • Can give users access to manage only certain service applications Flexibility • A single web application can consume multiple instances of the same type of service application
  18. 18. Advancements ⓬ → ⓮⓯ Performance/Resources • Only the services needed must be deployed Reuse • Some service applications can be consumed across farms
  19. 19. Logical Architecture http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
  20. 20. Logical Architecture 1. You can deploy only the service applications that are needed to a farm. 2. Web applications can be configured to use only the service applications that are needed, instead of all the services that have been deployed. 3. You can deploy multiple instances of the same service in a farm and assign unique names to the resulting service applications. 4. You can share service applications across multiple Web applications within the same farm. http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
  21. 21. Logical Architecture • Enterprise Services Farms • Specialized Service Farms • Cross-Organization Farms • SharePoint 2013 Service Applications consumed by SharePoint 2010 farms or SharePoint 2010 sites on SharePoint 2013 http://technet.microsoft.com/en-us/library/ee424403(v=office.15).aspx
  22. 22. Service Architecture The Managed Metadata Service is a Service Application
  23. 23. Information Architecture Must Love Term Sets
  24. 24. Information Architecture •Qualities • Structured • Organized •Methods • Grouping • Classification • Categorization •Goals • Make findable • Make usable
  25. 25. TAXONOMY def·i·ni·tion [dèffə nísh'n]
  26. 26. Taxonomy “a classification into ordered categories” – dictionary.com
  27. 27. Taxonomy “a hierarchical classification of words, labels, or terms that are organized into groups based on similarities” – Microsoft
  28. 28. Taxonomy A way to group things together
  29. 29. Taxonomies • May be defined and centrally managed by one or more individuals • Useful because they provide a logical, hierarchical structure of metadata that can be used to classify information consistently
  30. 30. FOLKSONOMY def·i·ni·tion [dèffə nísh'n]
  31. 31. Folksonomy “the classification that results when Web site users collaboratively apply words, labels, or terms to content on a site” – Microsoft
  32. 32. Folksonomies • Can be useful because it taps the knowledge and expertise of site users and content creators • Enables content classification to evolve with the users’ changing business needs and interests
  33. 33. Approach Taxonomies • Formal • Centrally managed • Hierarchical • Managed Terms • Term Sets Folksonomies • Collaborative • Tagging freely • Enterprise Keywords • Social Tagging
  34. 34. Managed Metadata Service Must Love Term Sets
  35. 35. Overview Term Store Content Type Syndication Managed Metadata Service
  36. 36. Overview Term Store • We can centrally manage/govern taxonomy and folksonomy Content Type Syndication • Via the Content Type Hub, we can centrally manage/govern definitions of types of content and various properties about those types such as workflow, retention policies, and metadata
  37. 37. Term Store Must Love Term Sets
  38. 38. Anatomy 14 (SharePoint 2010) 15 (SharePoint 2013)
  39. 39. TERM def·i·ni·tion [dèffə nísh'n]
  40. 40. Term “a word or a phrase that can be associated with an item” – Microsoft
  41. 41. Terms • Has a unique ID (GUID) • Can have many different text labels (synonyms) • On a multi-lingual site, it can have labels in different languages
  42. 42. Terms 1. Managed Terms • Usually pre-defined • Can only be created by users who have the appropriate permissions • Often organized into a hierarchy 2. Enterprise Keywords • Words or phrases that were added to Office documents • Part of a single, non-hierarchical term set that is named the keyword set 3. Hashtags • Words or phrases that were added to SharePoint items • Part of a single, non-hierarchical term set that is named the hashtag set
  43. 43. TERM SET def·i·ni·tion [dèffə nísh'n]
  44. 44. Term Set “a collection of related terms” – Microsoft
  45. 45. Term Sets • Has a unique ID (GUID) • Can specify that a column must contain a term from a specific term set
  46. 46. Term Sets Closed Users cannot add new terms to them when they are entering a value for a column that is mapped to the term set Open Users can add new terms to the term set when they are updating the value for a column that is mapped to the term set
  47. 47. Term Sets Local Term Set Created within the context of a site collection For example, if you add a column to a document library, and create a new term set to bind the column to, the new term set is local to the site collection that contains the document library Global Term Set Created outside the context of a site collection For example, the term store administrator could create a term set group that is named Human Resources and designate a person to manage the term set group. The group manager would create term sets that relate to Human Resources, such as job titles and pay grades in the Human Resources term set group
  48. 48. GROUP def·i·ni·tion [dèffə nísh'n]
  49. 49. Group “a set of term sets that all share common security requirements” – Microsoft
  50. 50. Groups • Has a unique ID (GUID) • Only users who are designated as contributors to a specific group can manage term sets that belong to the group or create new term sets within it • Organizations should create unique groups for term sets that will have different access/security needs
  51. 51. Term Store Centralize Management • We can set up a centrally managed/unified structure for metadata for multiple farms Delegate Management • We can isolate different structures for metadata and give certain users the ability to manage their own areas of expertise/interest
  52. 52. Term Store Make your life easier • We can use tags and term sets across farm tiers • Requires being strict • Introduce DEV elements into PRD carefully Make your life complicated • We can isolate the tags and term sets at each farm tier • May be desired • Requires migration
  53. 53. MANAGED METADATA def·i·ni·tion [dèffə nísh'n]
  54. 54. Managed Metadata “a way to refer to the fact that terms and term sets can be created and managed independently from the columns themselves” – Microsoft
  55. 55. Managed Metadata A service application group can include multiple Managed Metadata service applications • The sites within the Web applications display taxonomy, social tagging, and other features from both Managed Metadata service applications • Unlike other cross-farm services, Web parts by default include data from multiple Managed Metadata service applications
  56. 56. Managed Metadata Managed Metadata is one of the few service applications that is typically deployed for dedicated use by a specific team or department • To allow a team or department to manage their own taxonomy, hierarchies, keywords... • SharePoint combines the results of multiple Managed Metadata service applications, so taxonomies, content types, and other elements can be shared across an organization
  57. 57. TAGGING def·i·ni·tion [dèffə nísh'n]
  58. 58. Tagging “the act of applying metadata to an item” – Microsoft
  59. 59. Tagging Consistency Discoverability Flexibility
  60. 60. What’s New Must Love Term Sets
  61. 61. Advancements ⓮ → ⓯ User Interface Pinned Terms Custom Properties Multi-Lingual Support Managed Navigation Hashtags Tag Profiles w/Search Datasheet View/Quick Edit Support Taxonomy API
  62. 62. User Interface • Buttons have moved from persistent on every page to the ribbon
  63. 63. Reusing and Pinning Reused Term • Leverage same term in more than one location • Source can be changed • Allows for editing of the term’s label and other properties in the reused location(s) Pinned Term Set • Leverage same term set in more than one location • Must pin with children (if any) • Source can be changed • Cannot edit term labels and other properties in the pinned location(s)
  64. 64. Custom Properties • Can be instantiated on terms and term sets • Not a replacement for projected fields • Need to write custom code to leverage/expose
  65. 65. Multi-Lingual Support • Debuted with the inception of Managed Metadata, but now can take advantage of the Machine Translation Service
  66. 66. Managed Navigation • Drive a site collection’s navigation from a term set • Pass term to target page catalog item page • fURLs • Site Feature
  67. 67. QUICK EXPLORATION
  68. 68. Hashtags • Aggregation similar to Twitter • No Yammer Support
  69. 69. Tag Profiles w/Search /_layouts/15/HashTagProfile.aspx ?TermID=e5811cd0-bb1e-46e6- 86d1-91264a91cf77
  70. 70. Datasheet View/Quick Edit Support • Finally can input/edit managed metadata columns in table view
  71. 71. Taxonomy API • Access via • Client Side Object Model (CSOM) • REST • Power Shell
  72. 72. Content Type Syndication Must Love Term Sets
  73. 73. 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
  74. 74. Site Based Retention Policies • Compliance features of SharePoint have been extended to sites • We can create and manage retention policies, and they will apply to SharePoint sites and any Exchange Server 2013 team mailboxes that are associated with the sites
  75. 75. Additional Considerations Must Love Term Sets
  76. 76. Term Set Import • Great way to get started • Can specify hierarchies • Possible but limited • Can’t specify synonyms • Can’t specify custom properties • Can’t set custom sort order • Can’t leverage reused terms, pinned terms • Can’t influence GUID assignment • No export without third party tool
  77. 77. Blog Article SharePoint Managed Metadata Import Files bit.ly/SPMMImport
  78. 78. Term Store Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Maximum number of levels of nested terms in a term store Supported 7 7 Maximum number of term sets in a term store Supported 1,000 1,000 Maximum number of terms in a term set Supported 30,000 30,000 Note: Additional labels for the same term, such as synonyms and translations, do not count as separate terms. Total number of items in a term store Supported 1,000,000 1,000,000 Note: An item is either a term or a term set. Additional labels for the same term, such as synonyms and translations, do not count as count as separate terms. You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a simultaneously in a term store. Maximum number of variation labels in a term store Supported n/a 209 Maximum number of terms in managed navigation term set Supported n/a 2,000
  79. 79. Site Columns – Considerations Choice Lookup Managed Metadata When to use which type?
  80. 80. Site Columns – Considerations • Plain text • Does not update • No metadata about choicesChoice Column
  81. 81. 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 • Can’t ‘re-point’ later Lookup Column
  82. 82. Site Columns – Considerations • Does update • Hierarchy of terms • Scope across site collections, web applications, farms • No metadata about choices in 2010 • Custom Properties in 2013 • Can assist with navigation • No InfoPath support • No Datasheet View support in 2010 • Microsoft Office 2007 and earlier Document Information Panel • Folksonomy possibilities • Can ‘re-point’ later Managed Metadata Column
  83. 83. DEEPER EXPLORATION
  84. 84. Wrapping Up Must Love Term Sets
  85. 85. Wrapping Up The Managed Metadata Service can be used to advance your content management and social goals via taxonomies and folksonomies as well as content type syndication
  86. 86. Wrapping Up Information Architecture Findability Usability
  87. 87. Content accumulates pretty fast. If you don’t stop to think about this stuff and talk with your users, you could end up with a mess. © 1986 Paramount Pictures
  88. 88. INFORMATION ARCHITECTURE 1. WORK WITH YOUR USERS 2. FOLLOW THE CULTURE 3. GAUGE EFFECTIVENESS AND ADJUST AS NEEDED © 1986 Paramount Pictures
  89. 89. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
  90. 90. Questions? © 1986 Paramount Pictures
  91. 91. Connecticut
  92. 92. EVENT SPONSORS • Diamond, Platinum & Gold sponsors have tables • Please visit them and inquire about their products & services • Also they have lots of awesome schwag that you can’t live without! 
  93. 93. CONNECTICUT SHAREPOINT USERS GROUP • Different SharePoint discussions each month on various topics. • Meets 3rd Thursday of every month • Microsoft Office (Hartford) • 280 Trumbull St, Hartford CT 06103 • http://www.meetup.com/ctspug
  94. 94. SPECIAL OCTOBER SESSION! • Michelle Caldwell (MVP) will be making a stop at the CTSPUG • Microsoft Store in West Farms Mall • Wednesday – October 14th • Register today! • http://www.meetup.com/ctspug
  95. 95. Reference Must Love Term Sets
  96. 96. Resources SharePoint 2010 SharePoint 2013 Introduction to Managed Metadata Introduction to Managed Metadata Managed Metadata Overview Managed Metadata Overview Managed Metadata Planning Managed Metadata Planning Managed Metadata Service Application Overview Managed Metadata Service Application Overview Managed Navigation Overview Introduction to Content Type Publishing Manage Content Type Publishing Configure Enterprise Metadata and Keyword Settings for a List or Library
  97. 97. Tools Metalogix (MetaVis) Term Store Manager PremierPoint Solutions Term Sync ServiceAware Term Store Sync for SharePoint SharePoint 2010 CSV Bulk Taxonomy TermSet Importer/Exporter SolidQ Managed Metadata Exporter for SharePoint 2010
  98. 98. 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
  99. 99. 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
  100. 100. 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
  101. 101. 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
  102. 102. 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
  103. 103. 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
  104. 104. 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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