Pingar 3Sharp Webinar Jan 2013
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Big City Metadata Tour - Pingar and Partners visit big cities to talk about how to get more value out of your SharePoint. John Peltonen, of 3Sharp, joined Owen for a joint presentation.
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Pingar 3Sharp Webinar Jan 2013
- 2. Agenda Who is Pingar 3 Customer Scenarios Who is 3Sharp 4 Steps to Sanity Q and A
- 3. Who is ? Pingar provides document understanding tools and technologies, improving the way organizations interact with content. The technology tags documents so users don’t need to, increasing user adoption, bringing unstructured content into structured processes and improving search. Pingar enabled organizations are finding content faster, making users lives easier, and improving business processes.
- 4. What does Pingar do? Pingar App for SharePoint reads the content of documents and automatically extracts keywords or phrases Not only keywords, also specific objects like people, places, times, dates, etc. 14 entities in total including custom Automatically Populates document libraries with the right metadata This helps SharePoint users find the content they need
- 5. Regain Control! 1. Put Information at your users’ fingertips 2. Act on your information with Business Processes 3. Increase user adoption 4. Mitigate Risk
- 6. Why Pingar for SharePoint? Information at your Fingertips Improve Findability Know what a document is about without opening Automatic search refiners Greater data consistency and integrity “We used the Pingar API to extract search terms from SharePoint documents and used them to filter search results and to streamline delivery,” -- Steve Hollowood, delivery manager, portals and productivity, Coles, Australia
- 8. Why Pingar for SharePoint? Increases user adoption Knowledge workers HATE entering metadata Make document contribution faster for users Information Architects, Content Managers, & Legal will thank you
- 9. Why Pingar for SharePoint? Increases compliance Because you have more consistent metadata Ability to identify content by meaning Judges don’t accept “I searched” as a valid argument Brings unstructured into the structured world Without metadata you can’t do BI or BigData Execute workflow based on documents Unlock the latent business value in documents
- 10. Who is John Peltonen? Partner & Architect Focused on SharePoint solutions since 2002 Pingar Gold Partner Favorite work pastime is drawing boxes on whiteboards johnp@3sharp.com
- 11. Who is John Peltonen?
- 12. Regain Control! 1. Put Information at your users’ fingertips 2. Act on your information with Business Processes 3. Increase user adoption 4. Mitigate Risk
- 13. What we see - Common Lifecycle of a Portal: Ready! Acquire software and hardware Install SharePoint Fire! Announce portal via email Provide some basic training (lists/libraries/etc) Aim! Document Assessment Business Process Assessment Governance Plan Etc…
- 14. What good is a life-sized map of the world? SharePoint isn’t necessarily falling down due to lack of metadata, but it makes it that much harder to find things
- 15. This clock is right twice a day! Without control and understanding of your documents, ShareP oint is not getting everything wrong, but it isn’t as functional as it could be!
- 16. Without planning and consideration SharePoint is an excellent tool for increasing user frustration in the workplace.
- 17. This rope is still holding something up Which documents in your organization have legal or corporate retention policies? How easy would it be for you to find all documents related to a specific customer or location?
- 18. 4 Steps to Sanity 1. Analyze your content 2. Identify your users and use cases 3. Encourage quality metadata automatically 4. Make everything easy for your users You will not get all of these implemented at once! Ship early and ship often and learn from your mistakes
- 19. 1. Document Assessment • What kinds of documents are created in your organization? • What templates are (or should be) used for each document? • What metadata is appropriate for each document? • Where should the document be stored at each stage of its lifecycle? • What access rights should be given at each stage? • How does the document flow through the organization during its lifecycle? • Is this document a corporate record that has special archival/retention policies?
- 20. 1. Document Assessment • This involves more than just you… • Lots of leg work – Various business divisions – Legal – IT • Stack rank documents in order of business impact – ROI – Legal/Compliance regulations – Etc
- 21. Sample File Plan Headings • Document Type Analyze Document Usage Spreadsheet • Document Purpose • Document Template • Metadata • Workflow Process • Author Role • User Role • Other Roles • Format http://go.microsoft.com/fwlink/p/?LinkId=165873 • Location See also: Plan content types and workflows in SharePoint 2013
- 22. 2. User Assessment • Who in your organization creates documents? • What kinds of documents do they create? • What role does the user of the document have? – Who reviews documents? – Who edits documents? – Who uses documents? – Who approves the publication of documents? – Who designs websites used for hosting documents? – Who sets guidelines and policies for managing documents? – Who manages records in your organization? – Who deploys and maintains the servers on which documents are stored? See: Identify users and analyze document usage in SharePoint 2013
- 23. 2. User Assessment • Author Document Management Participants Worksheet • Document Type • Consumer http://go.microsoft.com/fwlink/p/?LinkId=165871
- 24. 3. Encourage Quality Metadata Where does quality consistent metadata come from? • File (author, modified date) • Automatic (computer generated based on content within document) • Business Process (artifacts of workflows such as approval status, storage location) • User (manually entered)
- 25. 4. Make things EASY 1. Content Types Promoted properties from within Great for high-profile Word Documents document types and storage locations 2. Folders Location-based metadata defaults Great for ALL document types! 3. Pingar! Automatic discovery of keywords, locations, entities, user s, custom taxonomy terms and more!
- 26. Congratulations! You are here!
- 27. Regain Control! 1. Put Information at your users’ fingertips 2. React better to your information with Business Processes 3. Increase user adoption 4. Mitigate Risk
- 28. Q&A Owen Allen John Peltonen Vice President - Pingar Partner - 3Sharp Owen.allen@pingar.com johnp@3sharp.com 1-855-PINGAR-1 425.882.1032
Editor's Notes
- You’re not done, but you have taken great strides in getting information to the fingertips of your users with structured and unstructured metadata, you’ve made it easy for business processes such as organizational workflows to access the important metadata hidden within your document, you’ve mitigated corporate risk by applying retention policies and approval workflows where necessary, and you’ve set the stage for user adoption by making it easier for users to both work with and discover documents!Not bad for a 40 minute seminar!