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SPSNYC14 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013


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SharePoint Saturday New York City - July 26, 2014

Published in: Software

SPSNYC14 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013

  1. 1. SharePoint Saturday New York City 2014 #SPSNYC Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Jonathan Ralton
  2. 2. Jonathan Ralton BlueMetal Architects Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
  3. 3. Agenda Setting the Stage Content Management 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. ME
  6. 6. Presenter Jonathan Ralton • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • No code! • Document Management, Content Management, Knowledge Management… @jonralton
  7. 7. YOU
  8. 8. Audience What role are you in? What are you hoping to learn?
  9. 9. Content Management Must Love Term Sets
  10. 10. Content Management SharePoint does this thing called Content Management
  11. 11. Content Management 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. Content Management 50%50% FINDING CONTENT Navigation Search
  13. 13. Content Management • What is it? • Is it useful to me?
  14. 14. Content Management Information Architecture Findability Usability
  15. 15. Pleasantville © 1998 New Line Cinema
  16. 16. Wild Wild West © 2014 Universal Studios
  17. 17. Content Management 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
  18. 18. Content Management We set up… • Content Types • Site Columns We put them together… Content Types Site Columns Metadata
  19. 19. Services Architecture Must Love Term Sets
  20. 20. 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
  21. 21. Shared Service A component of the Shared Services Framework such as: • Search • User Profile • Managed Metadata
  22. 22. 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)
  23. 23. 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
  25. 25. 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. ⃝ ⃝ ⃝
  26. 26. 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
  27. 27. 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
  28. 28. Advancements ⓬ → ⓮⓯ Performance/Resources • Only the services needed must be deployed Reuse • Some service applications can be consumed across farms
  29. 29. Logical Architecture
  30. 30. 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.
  31. 31. 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
  32. 32. Service Architecture The Managed Metadata Service is a Service Application
  33. 33. Information Architecture Must Love Term Sets
  34. 34. Information Architecture •Qualities • Structured • Organized •Methods • Grouping • Classification • Categorization •Goals • Make findable • Make usable
  35. 35. TAXONOMY def·i·ni·tion [dèffə nísh'n]
  36. 36. Taxonomy “a classification into ordered categories” –
  37. 37. Taxonomy “a hierarchical classification of words, labels, or terms that are organized into groups based on similarities” – Microsoft
  38. 38. Taxonomy A way to group things together
  39. 39. 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
  40. 40. FOLKSONOMY def·i·ni·tion [dèffə nísh'n]
  41. 41. Folksonomy “the classification that results when Web site users collaboratively apply words, labels, or terms to content on a site” – Microsoft
  42. 42. 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
  43. 43. Approach Taxonomies • Formal • Centrally managed • Hierarchical • Managed Terms • Term Sets Folksonomies • Collaborative • Tagging freely • Enterprise Keywords • Social Tagging
  44. 44. Managed Metadata Service Must Love Term Sets
  45. 45. Overview Term Store Content Type Syndication Managed Metadata Service
  46. 46. 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
  47. 47. Term Store Must Love Term Sets
  48. 48. Anatomy 14 (SharePoint 2010) 15 (SharePoint 2013)
  49. 49. TERM def·i·ni·tion [dèffə nísh'n]
  50. 50. Term “a word or a phrase that can be associated with an item” – Microsoft
  51. 51. 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
  52. 52. 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 SharePoint items • Part of a single, non-hierarchical term set that is named the keyword set 3. Hashtags • Words or phrases that were added to Office documents • Part of a single, non-hierarchical term set that is named the hashtag set
  54. 54. TERM SET def·i·ni·tion [dèffə nísh'n]
  55. 55. Term Set “a collection of related terms” – Microsoft
  56. 56. Term Sets • Has a unique ID (GUID) • Can specify that a column must contain a term from a specific term set
  57. 57. 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
  58. 58. 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
  59. 59. GROUP def·i·ni·tion [dèffə nísh'n]
  60. 60. Group “a set of term sets that all share common security requirements” – Microsoft
  61. 61. 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
  62. 62. 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
  63. 63. Term Store Make your life easier • We can use tags and term sets across SDLC levels • Requires being strict • Introduce DEV elements carefully Make your life complicated • We can isolate the tags and term sets at each SDLC level • May be desired • Requires migration
  65. 65. MANAGED METADATA def·i·ni·tion [dèffə nísh'n]
  66. 66. 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
  67. 67. 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
  68. 68. Managed Metadata Managed Metadata is one of the 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
  69. 69. TAGGING def·i·ni·tion [dèffə nísh'n]
  70. 70. Tagging “the act of applying metadata to an item” – Microsoft
  71. 71. Tagging Consistency Discoverability Flexibility
  72. 72. What’s New Must Love Term Sets
  73. 73. Advancements ⓮ → ⓯ • User Interface • Pinned Terms • Custom Properties • Multi-Lingual Support • Managed Navigation • Hashtags • Tag Profiles • Datasheet View Support • Taxonomy API
  74. 74. User Interface • Buttons have moved from persistent on every page to the ribbon
  75. 75. Pinned Terms 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 • Leverage same term in more than one location • Must pin with children (if any) • Source can be changed • Cannot edit term’s label and other properties in the pinned location(s)
  77. 77. Custom Properties • Can be instantiated on terms and term sets • Not a replacement for projected fields • Need to write custom code to leverage/expose
  79. 79. Multi-Lingual Support • Debuted with the inception of Managed Metadata, but now can take advantage of the Machine Translation Service
  80. 80. Managed Navigation • Drive a site collection’s navigation from a term set • Pass term to target page catalog item page • fURLs • Site Feature
  82. 82. Hashtags • Aggregation similar to Twitter • No Yammer Support
  84. 84. Tag Profiles • Now use search
  86. 86. Datasheet View Support • Finally can input/edit managed metadata columns in datasheet view
  88. 88. Taxonomy API • Access via • Client Side Object Model (CSOM) • REST • Power Shell
  89. 89. Content Type Syndication Must Love Term Sets
  90. 90. 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
  91. 91. 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
  92. 92. Additional Considerations Must Love Term Sets
  93. 93. 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
  94. 94. 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
  95. 95. Site Columns – Considerations Choice Lookup Managed Metadata When to use which type?
  96. 96. Site Columns – Considerations • Plain text • Does not update • No metadata about choicesChoice Column
  97. 97. 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
  98. 98. Site Columns – Considerations • 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 Managed Metadata Column
  99. 99. Wrapping Up Must Love Term Sets
  100. 100. Wrapping Up Information Architecture Findability Usability
  101. 101. 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
  102. 102. 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
  104. 104. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
  105. 105. Blog Article SharePoint Managed Metadata Import Files
  106. 106. Questions Must Love Term Sets
  107. 107. We Are Hiring in NYC! SharePoint Developer Technical Designer / Front End Developer UX Software Engineer UX Software Architect Java Architect Software Operations Mgr (Norwalk, CT) Learn more:
  108. 108. THANK YOU EVENT SPONSORS • Please visit them and inquire about their products & services • To win prizes make sure to get your bingo card stamped by ALL sponsors
  109. 109. Reference Must Love Term Sets
  110. 110. 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
  111. 111. 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
  112. 112. 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
  113. 113. 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
  114. 114. 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
  115. 115. 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
  116. 116. Links SharePoint 2010 SharePoint 2013 SharePoint Online Resources for IT Pros Features and Editions Limits and Boundaries SharePoint Maturity Model Guidance for Modifying Pre-Defined Taxonomy Discontinued Features and Functionality
  117. 117. 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