How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

How to Leverage SharePoint 2013 to
Organize, Label, Navigate, and Search
Your Information
J. Kevin Parker, CIP
UI
Information
Architecture
SharePoint +
Enterprise Apps
10/01/2014 Copyright © J. Kevin Parker 1

About Kevin Parker
Recognized industry expert in:
• Information architecture & management
• Information technology
• Web design & development
• Social media
• SharePoint
Connect with me:
• twitter.com/JKevinParker
• www.linkedin.com/in/jkevinparker
• www.JKevinParker.com

Objectives
At the end of this presentation, you should be
able to:
• Articulate six reasons why good information
architecture (IA) makes SharePoint better
• Identify the four systems of IA components
• Leverage SharePoint features for improved
information management
• Build dynamic information management
solutions in SharePoint without code

How to Leverage SharePoint 2013 to Organize, Label, Navigate,
and Search Your Information
MAKE SHAREPOINT BETTER
WITH IA

What Is Information Architecture?
• Information Architecture (IA) is the
systematic structural design of
shared information environments
• IA includes systems for
UI
organizing, labeling, navigating,
and searching information
Information
Architecture
• IA is not the same as User
Interface (UI) or User Experience
Information
(UX) design, but great IA is
System
required for great UIs

IA Conceptual Circles
Context
IA
Content Users

Information Management
People Processes
Information
Management
Technology Information

IA Component Systems
User Interface
Information Architecture
Organization
Systems
Labeling
Systems
Navigation
Systems
Search
Systems
Information Management System

IA Makes SharePoint Better
Context Ad Hoc SharePoint Well-Planned SharePoint
Sources Information duplication and
difficulty finding the “right”
version
A SPOT (Single Point of Truth)
for every piece of information
Classification Manual configuration of columns
across lists, sites, and site
collections
Centrally managed terms, site
columns, and content types
Findability Poor findability stemming from
classification inconsistencies
and information duplication
Very high findability resulting
from good classification and
single sources
Navigation Manual navigation that follows
each site owner’s individual
classification scheme
Dynamic navigation that presents
users with multiple paths
Governance Manual routing and retention
and inability to place a legal
holds
Automated routing and retention
and ability to place legal holds
Modification Manual changes that must be
repeated everywhere
Central changes that
automatically apply globally

PLAN YOUR IA SYSTEMS

Organization Systems
Organization Schemes
• By topic
• By task
• By audience
• Alphabetical
• Chronological
• Geographical
Organization Structures
• Hierarchy
• Database
• Hypertext
• Catalog
• Subsites

Organization Systems:
Key SharePoint Components
Organization Schemes
• Managed Metadata
– Managed Terms
– Enterprise Keywords
• Create/Modify Users &
Dates
• Sorted & Filtered
List Views
• Content Organizer
Organization Structures
• Site Collections
• Subsites
• Site Types
– Publishing
– Catalog
– Wiki
– Etc.
• Site Templates

Labeling Systems
Site & Content Labels
• Site & section titles
• Page titles & file names
• List & library titles
• Widget titles
• Content headings
• Navigation item labels
• Hyperlinked text
Item Metadata Labels
• Column values
• Lookup list items
• Taxonomies
• Folksonomies

Labeling Systems:
Site & Content Labels
• Site & Subsite Titles
• List & Library Titles
• Page Titles & File Names
• Web Part Titles
• Content Headings
• Navigation Item Text &
Tooltips
• Hyperlinked Text &
Tooltips
Item Metadata Labels
• Site Column Names &
Values
• Content Types
• Lookup Column Choices
• Managed Term Sets
• Enterprise Keywords
• Folders*
*Use only as a last resort!

Navigation Systems
Navigation Elements
• Global navigation
• Context navigation
• Utility links
• Footer links
• Breadcrumbs
• Site search form
• Topic, task, or audience
focused navigation
Navigation Pages
• Site map
• Site index
• Search results page
• Topic, task, or audience
focused pages
• 404 error page

Navigation Systems:
Navigation Elements
• Global Navigation/Top
Link Bar
• Current Navigation/Quick
Launch
• Managed Navigation
• Structured Navigation
• Search Form
• Web Parts
Navigation Pages
• Search Results Page
• List & Library Pages
• Site Contents Page
• Site Settings &
Administration Pages
• Site Collection
Administration Pages
• Error Pages

Search Systems
Search Scopes
• Federated search
• Site collection search
• Site search
• List and library search
• People search
Search Features
• Search form
• Search results
• Search results refining
• Search results ranking
• Search results previews
• Advanced search

Search Systems:
Search Scopes
(Result Sources)
• “Everywhere”
• “People”
• “Conversations”
• “This Site”
Search Features
• Search Form
• Search Results
• Search Refinement
• Search Result Types
• Search Display Templates
• Faceted Navigation

LEVERAGE SHAREPOINT
FEATURES

Key SharePoint 2013 Components
Sites & Site
Collections
Site Types &
Templates
Managed
Metadata Site Columns
Content Types Lists & Libraries Content Type
Hub
Content
Organizer
Global &
Current
Navigation
Managed
Navigation
Structural
Navigation
Faceted
Navigation
Search Result
Sources
Search
Refinement
Search Results
Types
Search Display
Templates

Site Collections & Subsites
• Organize by Site Type:
– Site Collections for specific site types
– Subsites for specific instances of site types
• Organize by Department:
– Site Collection for each department or division
– Subsites for each team and project
• Organize by Program:
– Site Collection for each program
– Subsites for teams and projects
• Provide navigation from the main site to other site collections

SharePoint Site URLs
Typical SharePoint Site URL Example:
https://example.sharepoint.com/teams/projects/project01/

Site Types
Type Available Templates
Collaboration § Team Site
§ Blog
§ Project Site
§ Community Site
Enterprise § Document Center
§ Records Center
§ Community Portal
Publishing § Publishing Portal
§ Enterprise Wiki
§ Product Catalog
§ Publishing Site
Custom § Build your own

Managed Metadata In SharePoint 2013
Component Description
Enterprise Keywords Tags that users add to Enterprise Keywords
Columns on SharePoint List items; part of a
single, flat Term Set
Managed Terms Controlled terms that are organized as
taxonomies in hierarchical Term Sets
Term Sets Groups of related Terms
Term Set Groups Groups of related Term Sets that are
managed by designated Term Set Group
Managers
Term Set Scope Can be local to the Site or Site Collection or
global across all Site Collections

Keywords Vs. Managed Terms
Enterprise Keywords Managed Terms
Open folksonomy Approved taxonomy
Flat structure Hierarchy structure
Flexible tagging Controlled vocabulary
Flexible column value
input
Controlled column
value choices

IA Scope & Control
Business
Intelligence
Records
Global
Intranet
Local Folksonomy Managed Taxonomy KM Management
Scope
OneDrive
Control Departmental
Document Library
Team Sites

Site Columns
Use Existing Site Columns
– Document columns
• Author
• Copyright
• Publisher
• …
– Contact & calendar columns
• Address
• Business phone
• E-Mail
• …
– And many more
Create New Site Columns
– Column type
• Choice
• Number
• Lookup
• Yes/No (check box)
• Person or group
• Managed metadata
• …
– Additional settings
• Required
• Enforce unique values
• Default value

Content Types
Use Existing Content Types
• Item
– Document
• Rich Media Asset
– Video Rendition
– Audio
– Image
• System Page
– Page
» Enterprise Wiki
Page
• Dublin Core Columns
– Event
– Task
– And many more
Create New Content Types
• Item
• Task
• Staff Training Task
• Team Project Task
• Document
• Project Deliverable
– Deliverable Document
– Deliverable Presentation
– Deliverable Spreadsheet

Lists & Libraries
Use Predefined Lists
§ Document library
§ Calendar
§ Announcements
§ Contacts
§ Discussion board
§ Tasks
§ Survey
§ Asset library
§ And more
Create a Custom List
§ Use your custom content
types
§ Use a combination of
content types
§ Save the list as a list
template for reuse

Content Type Hub
• Dedicated Site Collection
for centrally publishing
Content Types
• Works with the Managed
Metadata Service
• New Content Types and
Content Type updates can
be pushed out to all
subscribed lists
SharePoint
Services
Site
Content Type
Collection 1
Site
Collection 2
Site
Collection 3
Hub

Content Organizer
• Route documents to different libraries or folders
using Content Organizer Rules
• Upload documents to a Drop Off Library to wait
for metadata entry and submission
• Manage and limit folder sizes
• Manage duplicate submissions automatically
through versioning or unique file names
• Maintain audit logs for documents

Why Managed Lists Are Better
Managed lists are better than ad hoc lists. There is no feature in SharePoint
called a “managed list,” but all of the ingredients are built in to create managed
lists. Standard ad hoc lists and libraries are very easy to create without any
forethought. But they are also impossible to manage consistently, and they do
not support multi-list and multi-site information management solutions.
Ad Hoc Lists Managed Lists
Lists use default content types
like Item or Document
Custom content types are
reusable & updateable
Columns are added directly to
lists rather than content types
Reusable columns are added to
managed content types
List choice columns are unique &
inconsistent
Managed metadata columns are
uniform & reusable
Policies are unique per list &
inconsistently applied
Manageable policies apply to all
content type instances

Bringing Order To Chaos
Ad Hoc Lists
No way to apply
metadata and policies
to multiple lists, even in
the same site
Managed
Lists
Metadata and policies
can be consistently
applied to related lists
across all sites
IA

Global Navigation
• Also called “Top Link Bar”
• Options:
– Display the same navigation as the parent site
– Managed Navigation (navigation is built from
a Managed Term Set)
– Structured Navigation (navigation can include
subsites and pages below the current site)

Current Navigation
• Also called “Quick Launch”
• Options:
– Display the same navigation as the parent site
– Managed Navigation: navigation is built from a Managed
Term Set
– Structured Navigation: navigation can include subsites and
pages below the current site
– Tree View: displays site contents in a hierarchical structure
– Metadata Navigation: displays links from metadata about
the current library or list (requires Tree View to be enabled)

Faceted Navigation
• Enables browsing for content by filtering on
refiners that are tied to category pages
• Uses crawled properties which are mapped to
refinable managed properties, which are
enabled as refiners, which are configured for
faceted navigation
• Only available on Publishing Sites that use
Managed Navigation

Navigation Web Parts
Web Part Name Description
Summary Links
Web Part
Allows content authors to create links that can
be grouped and styled
Table of Contents
Web Part
Displays the site’s navigation hierarchy
Content Query Web
Part
Displays a list of content items from the site
collection based on a specified content query
Content Search
Web Part
Displays a list of content items from the site or
across site collections based on a specified
search query

Search Components
• Search Center
• Result Sources
• Results Types
• Display Templates for Results Types & Results
Refiners
• Query Suggestions

More Search Web Parts
Web Part Name Description
Search Form Web Part Adds a search form to the page
Refinement Web Part Allows the user to refine search results
Search Navigation Web
Part
Helps the user to navigate among search
verticals
Search Results Web
Part
Displays the search results and related
properties
Find by Document ID
Web Part
Allows the user to find a document by its
unique Document ID, regardless of where
the document is stored in the site collection

Additional Web Parts
Search-Driven Content
Web Parts
• Items Matching a Tag
• Pages
• Popular Items
• Recently Changed Items
• Recommended Items
• Web Pages
• Wiki Pages
Social Collaboration Web
Parts
• Organization Browser
• Site Users
• Tag Cloud
• User Tasks
Content Rollup Web Parts
• Categories
• Site Aggregator
• Sites in Category

BUILD NO-CODE SHAREPOINT
SOLUTIONS

Design Your Information Architecture
• Create an “Information Types Catalog”
– Include:
• Name and description
• Field names, types, and allowed values
– Normalize information types
• Create an “Information Model”
– Include information types from the catalog
– Show relationships between types
• Create a “Reference Terms Taxonomy”

Map IA to SharePoint
IA Inputs SharePoint 2013
Components
Information Types Catalog
Site Columns
Content Types
Lists & Libraries
Information Model Lookup Columns
Reference Terms
Taxonomy
Managed Term Sets
Managed Metadata
Columns

Build No-Code Solutions
• Create managed term sets from the Reference
Terms Taxonomy
• Create site columns and content types in the
Content Type Hub
• Create a site or site collection
• Create lists and libraries from the content types
• Configure lookup lists and columns
• Create filtered views and content query web
parts

Example: Staff Development Site
Information Types
Resources Resources Related to Staff Lookup Lists
§ Credential
§ Professional
Organization
§ Training Course
§ Professional
Event
§ Blog Post
§ Resource
Document
§ Staff Credential
§ Staff Organization
Membership
§ Staff Event Registration
§ Staff Training Task
§ Payment
Status
§ Item Status
§ Resource
Document Type
§ Credential Type

Information Model
Credentials
Item Status
Staff Training
Tasks
Legend
List from Content
Type
Lookup Column from
a List
Managed Metadata
Column
Subsite
Related Lookup
Staff Event
Registrations
Staff
Professional
Events
Credentials
Training
Courses
Credential
Type
Item Status Item Status
Payment
Status
Payment
Status
Resource
Subject
Professional
Organizations
Resource
Subject
Organization
Membership
Item Status
Payment
Status
Payment
Status
Resource
Subject
Professional Development
Resource
Subject
Resource
Subject
Staff
Blog
Blog Posts
Resource Library
Resource
Subject
Resource
Document
Type

Reference Terms Taxonomy
Resource
Subjects
Information
Management
Information
Strategy,
Architecture &
Governance
Enterprise
Content
Management
(ECM)
Enterprise Data
Management
(EDM)
Records
Management
Knowledge
Management
Business
Strategy
Management
Strategic
Planning &
Transformation
Enterprise
Governance
Strategic
Communications
Business Process
Management
Project
Management
Program/Project
Management
Office (PMO)
Program Planning
& Execution
Project Planning
& Execution
Performance
Management
Information
Technology
Management
IT Strategic
Planning
IT Governance
Enterprise
Architecture
IT Portfolio
Planning
Human Capital
Management
Organizational
Design
Workforce
Analysis &
Strategy
Retention &
Succession
Planning
Organizational
Change
Management

Filtered, List-Driven Content
IT Management Professional Development
Project Management Professional Development
IT Pro Events
Information Management Professional Development
PM Pro Blog
March 16
Enterprise Architecture Best Practices
IM Pro Blog
March 5
What is Agile Project Management?
February 29
SharePoint 2013 Architecture Best Practices
March 28
Why you need to become a Certified
Information Professional (CIP)
February 29
Best Practices in Project Management
IT Pro Credentials
IT Pro Blog
March 29
New micro-courses available from AIIM
IT Pro Organizations
• IEEE
• ISACA
• AITP
• (ISC)2
• FEAC Institute
Read More >
PM Pro Events
Read More >
Read More >
IT Pro Training
PM Pro
Organizations
• PMI
• Agile Alliance
• IPMA
• ASAPM
• IAPPM
PM Pro Credentials
• PMP – Certification
• PgMP – Certification
• PfMP
• PMI-ACP
IM Pro Events
April 1-3
AIIM Conference
April 1-3
AIIM Service
Provider Executive
Forum
Read More >
PM Pro Training
View Calendar >
IM Pro Organizations
• AIIM International
• IA Institute
• ARMA International
• KM Institute
IM Pro Credentials
• CIP – Certification
• ECMm – Certificate
• BPMm – Certificate
• CRM – Certification
IM Pro Training
• CIP Training – AIIM
• ECMm – AIIM
• BPMm – AIIM
• ERMm – AIIM
My Training Plan
Assigned Courses
Title Date Organizatio
n Status
ECM Master 6/7-10 AIIM In Progress
SharePoint for
ECM Specialist 8/4-6 AIIM Not Started
Certified
Knowledge
9/1-5 KMInstitute Pending
Manager
Approval

What You Learned
In this presentation, you learned to:
• Articulate six reasons why good information
architecture (IA) makes SharePoint better
• Identify the four systems of IA components
• Leverage SharePoint features for improved
information management
• Build dynamic information management
solutions in SharePoint without code

Learn more at www.AIIM.org!
AIIM is the global community of
information professionals.
The AIIM Resource Centers
offer lots of tutorials, webinars,
publications, perspectives and
more on SharePoint and a host
of Information Management
topics.
Professional Members of AIIM
can take advantage of these
resources for free and get
industry research, resource kits,
training discounts, and more.
View this presentation as a
course with audio and a full
transcript in the AIIM SharePoint
Resource Center.
I have contributed more content
there, including a webinar on
Records Management in
SharePoint 2013.
Source: www.aiim.org

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