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SPSNE17 - Taming Your Taxonomy in SharePoint

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SharePoint Saturday New England - October 28, 2017

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SPSNE17 - Taming Your Taxonomy in SharePoint

  1. 1. SharePoint Saturday New England 2017 #SPSNE spsnewengland.org Taming Your Taxonomy in SharePoint Jonathan Ralton All trademarks and registered trademarks are the property of their respective owners.
  2. 2. Jonathan Ralton BlueMetal Taming Your Taxonomy in SharePoint
  3. 3. Agenda Setting the Stage Orientation In Theory… The Nitty-Gritty In Practice… Exercise Wrapping Up Questions
  4. 4. Setting the Stage Taming Your Taxonomy in SharePoint
  5. 5. ME
  6. 6. Jonathan Ralton Senior Information Architect • SharePoint professional/ consultant since 2005 • No coding! • Focused on document management, content management, knowledge management… • User Experience Design @jonralton jonathanr@bluemetal.com blog.jonralton.net linkedin.com/in/jonathanralton
  7. 7. YOU
  8. 8. What roles are you in? What are you hoping to learn?
  9. 9. Orientation: In Theory… Taming Your Taxonomy in SharePoint
  10. 10. In Theory… SharePoint does this thing called Content Management
  11. 11. 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
  12. 12. Pleasantville © 1998 New Line Cinema
  13. 13. Wild Wild West © 2014 Universal Studios
  14. 14. In Theory… What is… • Content Architecture • Taxonomy How do they relate? Content Architecture Taxonomy
  15. 15. Content Architecture 1. The specification for a content management solution 2. A set of activities and outputs for effective content management – Cleve Gibbon
  16. 16. Content Architecture
  17. 17. TAXONOMY def·i·ni·tion [dèffə nísh'n]
  18. 18. Taxonomy “a classification into ordered categories”
  19. 19. Taxonomy A way to group things together
  20. 20. In Theory… •Qualities • Structured • Organized •Methods • Grouping • Classification • Categorization •Goals • Make findable • Make usable
  21. 21. In Theory… 50%50% FINDING CONTENT Navigation Search +/- +/-
  22. 22. In Theory… • What is it? • Is it useful to me?
  23. 23. In Theory… Taxonomy Findability Usability
  24. 24. In Theory… Your taxonomy is an integral part of your content architecture plan
  25. 25. In Theory… Your content architecture is the foundation for achieving content management
  26. 26. In Theory… Art Science
  27. 27. In Theory… A Process An Outcome
  28. 28. 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)
  29. 29. White Paper • Planning • Documentation • Inheritance bit.ly/GovernanceinSharePointFeature
  30. 30. The Nitty-Gritty: In Practice… Taming Your Taxonomy in SharePoint
  31. 31. 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
  32. 32. In Practice… What are… • Content Types • Site Columns What will we do with them? Content Types Site Columns Metadata
  33. 33. In Practice… Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy
  34. 34. Let’s Ignore… •External Content Types •Folksonomies •Third Party Features/Apps
  35. 35. CONTENT TYPE def·i·ni·tion [dèffə nísh'n]
  36. 36. 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”
  37. 37. 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
  38. 38. Content Types – Inheritance Item Announcement Contact Event Issue Link Post Task Document Picture Folder Discussion Document Set
  39. 39. Content Types – Categories Item Document Folder Document Set
  40. 40. QUICK EXPLORATION
  41. 41. Content Types – Warning DO NOT modify the out-of-the-box content types!
  42. 42. 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)
  43. 43. 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
  44. 44. 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
  45. 45. Content Types – Considerations • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
  46. 46. Content Types – Considerations Document Ad Invoice Offer Letter Purchase Order Salary Increase Request Termination Letter
  47. 47. Content Types – Considerations Document HR Document Offer Letter Salary Increase Request Termination LetterAd Invoice Purchase Order
  48. 48. Content Types – Considerations Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
  49. 49. Content Types – Considerations Document Master Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
  50. 50. 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
  51. 51. 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
  52. 52. 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
  53. 53. Content Types – Considerations My Document.docx Document Content Type http://path/My%20Document.docx Link to a Document Content Type • Link-based content types
  54. 54. SITE COLUMN def·i·ni·tion [dèffə nísh'n]
  55. 55. Site Column “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites”
  56. 56. Site Column A field
  57. 57. 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
  58. 58. 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)
  59. 59. 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
  60. 60. Site Columns – Considerations Choice Lookup Managed Metadata • When to use which type
  61. 61. Site Columns – Considerations • Plain text • Does not update • No metadata about choicesChoice Column
  62. 62. 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
  63. 63. 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
  64. 64. 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 • Folksonomy possibilities Managed Metadata Column
  65. 65. QUICK EXPLORATION
  66. 66. Site Columns – Considerations • Too few columns? • Too many columns? • Required/Not Required?
  67. 67. Site Columns – Considerations My Column • My%20Column My Column • Mycolumn Renamed Column • oldnamecolumn • ‘Internal Name’/Static Name vs. ‘Display Name’/Title
  68. 68. QUICK EXPLORATION
  69. 69. METADATA def·i·ni·tion [dèffə nísh'n]
  70. 70. Metadata “data about data”
  71. 71. Metadata Content Types Site Columns Metadata
  72. 72. Metadata – Process 1. Identify common elements 2. Identify unique elements 3. Associate at the appropriate level(s) on the appropriate content type(s)
  73. 73. 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
  74. 74. SharePoint Building Blocks Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy
  75. 75. 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.
  76. 76. 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
  77. 77. 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.
  78. 78. Taxonomy/Context – Approach 1. Determine what content is needed where 2. Associate at the appropriate level(s) with the appropriate container(s)
  79. 79. 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
  80. 80. 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
  81. 81. Library Templates Asset Library Dashboards Library Data Connection Library Document Library Form Library Picture Library Record Library Report Library Slide Library Wiki Page Library
  82. 82. 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
  83. 83. 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
  84. 84. Exercise Taming Your Taxonomy in SharePoint
  85. 85. 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
  86. 86. 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
  87. 87. SharePoint Hybrid We now have some support from Microsoft for utilizing term sets across Office 365 and your local SharePoint installation(s)!
  88. 88. Wrapping Up Taming Your Taxonomy in SharePoint
  89. 89. Wrapping Up Content Architecture Taxonomy
  90. 90. Wrapping Up Taxonomy Structure Organize Label Categorize Group
  91. 91. Wrapping Up Reusable
  92. 92. Wrapping Up Taxonomy Findability Usability
  93. 93. 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
  94. 94. TAMING YOUR TAXONOMY 1. PLAN AHEAD 2. DOCUMENT IT 3. FOLLOW YOUR GOVERNANCE POLICY © 1986 Paramount Pictures
  95. 95. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
  96. 96. Questions? © 1986 Paramount Pictures
  97. 97. Reference Taming Your Taxonomy in SharePoint
  98. 98. Links SharePoint 2010 SharePoint 2013 SharePoint 2016 SharePoint Online Resources for IT Pros bit.ly/1QrGndM Features and Editions bit.ly/1HLZrfG bit.ly/SPO-Service Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/28SJAGy bit.ly/SPO-Limits Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw Discontinued Features and Modified Functionality bit.ly/1bhrLKr
  99. 99. 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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