Product Catalog and IT Service Management
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SharePoint Fest Chicago 2014 product catalog and service management presentation presented by Concurrency
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Product Catalog and IT Service Management
- 1. Product Catalog & IT Service Management $ presents Join the conversation at #spfestchi
- 2. About Us #spfestchi Matt Engibous Solution Lead, SharePoint Architect mengibous@concurrency.com Twitter: @MattEngibous http://concurrency.com/blog/author/mengibous Drew Madelung SharePoint ECM Consultant dmadelung@concurrency.com Twitter: @DMadelung http://concurrency.com/blog/author/dmadelung Peter Hurth SharePoint Content Management Architect phurth@concurrency.com Twitter: @ConcurrencyPete http://concurrency.com/blog/author/phurth Microsoft Managed Gold Certified Systems Integrator • Founded in 1989 • Offering a full range of professional services focused on Microsoft Infrastructure as well as Office 365, SharePoint and Dynamics CRM productivity platforms. • Hundreds of clients Nationwide Recent Awards: • 2014 Microsoft Partner of the Year Management and Virtualization Finalist • 2012 Microsoft Content Management Partner of the Year • 2012 Microsoft Central Region Partner of the year • 2011 Microsoft Midwest Partner of the year Twitter @ConcurrencyInc
- 3. Agenda 1. Why IT Service Management? 3. Configuring a Product Catalog 2. Product Catalog Demystified Demo 5. Office 365 vs On-Premises 4. Limits and Uses
- 4. Demo
- 5. Why IT Service Management? IT Service Management Portal Hierarchical collection of services Dynamic changes of IT services Delivery of consumable services Service specific knowledge content
- 6. Grow efficiently Wait! What? Wait! What? SharePoint Online can… Product Catalog Demystified Can be used to display any dynamic content Separation of content authoring from consumption
- 7. Grow efficiently Cross-site publishing Search driven sites Authoring content Term sets Catalog configuration Crawled & Managed properties Search web parts Product Catalog Demystified What is the Product Catalog? Display templates Product Catalog
- 8. Grow efficiently What is the Product Catalog Product Catalog? Demystified Authoring Site(s) Catalog(s) Search Term Store Publishing Site
- 9. Why Product Catalog Rocks! #spfestchi New SharePoint 2013 Search FAST search engine Continuous crawl (On-Prem handle with care) Result sources Query rules Display templates Analytics
- 10. Business anywhere SharePoint 2013 Search Architecture HTTP File shares SharePoint User profiles Lotus Notes Exchange folders Custom - BCS Public API Unit of scale/role boundary Crawl Analytics Reporting SharePoint SP Apps Devices Admin
- 11. Business anywhere Why Product Catalog Rocks! Scale and Manageability With 2 pages you can… • Category & Item Breaking down site collection boundaries • Anonymous Access – gives users access to Search Index without access to authoring site
- 12. Configuring a Product Catalog On SharePoint Online! #spfestchi First things first Create site collection(s) for authoring and publishing based on your scenario 1. Activate SharePoint Server Publishing and Cross-Site Publishing site collection & site features 2. PLAN logical & security architecture 3. Create term set hierarchy and ensure it is marked as available for tagging content 4. Create site content types on the authoring site that contain the necessary metadata and utilize the new term set 5.
- 13. Connect with customers Configuring a Product Catalog This Product list is just like the on-premises Product Catalog Site Collection Create content sources (library/list) on the authoring site, add content type and upload data 6. Enable the content source as a catalog via List Settings 7. -> Catalog Settings 8. Set the Catalog Item URL Fields and the Navigation Hierachy Enabling Anonymous Access is also configured on the Catalog Settings Page
- 14. Connect with customers Configuring a Product Catalog Connect your publishing site to the catalog and configure catalog settings 9. Refiners can also be used to assist with navigation
- 15. Connect with customers Configuring a Product Catalog You can use separate pages as category and item pages and assign them in term store management. Customize the new Catalog Item and Catalog 10. Category pages Use Content Search web parts with custom display templates Category Page Search Query Item Page Search Query
- 16. Display Templates 2 Types of display templates primarily used • Control & Item • Mainly use Javascript and HTML No display template out of the box will work • Custom display templates must be built to provide a good user experience • Use the built in HTML display templates as starting points Stored in the Master Page Gallery of the site collection • Map a drive for easy access to HTML file • You can test with unpublished display templates but ENSURE they are published prior to go-live .
- 17. Demo
- 18. Know your limits Managed metadata term store 7 max level of nested terms 30k max number of terms per term set 1 million items per term store 2k max items in managed navigation Variations (language) Takes some work Timer jobs – 15 min (sync)
- 19. Safeguard your business Office 365 vs SharePoint On-Premises Prego…it's in there On-premises only Office 365 Query rules, display templates, rank models, managed navigation, search schema, analytics, CSOM, query builder and result sources. • Product catalog site collection template • User segmentation to drive adaptive interfaces • Faceted navigation – supports taxonomy refiners • Anonymous access for cross site publishing not supported • E3 and E4 plans only - Cross site publishing • Content Search and Content Item Reuse web parts • Category and Item page layouts • Unable to modify Search content sources
- 20. Product Catalog Uses Enabling anonymous as content Products…… Policy & Procedure repository Benefits tracking Digital Asset Management
- 21. Transform Fortune 100 IT Organizations Using IT Service Management with Microsoft System Center 2012 R2 and Office 365 http://bit.ly/1gcYFRJ
- 22. Questions? $
Editor's Notes
- Matt
- Matt
- Matt Who has heard of the product catalog in SP 2013? Is anyone here using the product catalog? What version of SharePoint are people running? All 3? matt joke *cue laugh track - First we will be discussing what IT Service Management means and how the product catalog was used as a solution - Then we will begin breaking down what the product catalog is and how to configure one - We will then talk about some of its limits and uses and also differences between Office 365 and on-premises - Throughout this presentation we will be jumping into demonstrations
- Pete Product catalog intro demo
- Pete What is an IT Service Management Portal? For example: Infrastructure services -> virtual services -> hyper –v > request a new VM IT Services are always changing; Cloud services now has its own service map One of the primary goals of an IT Service Management Portal is to allow access to unique services in the hierarchy such as access to a unique ticketing service based on service. Another goal of an IT Service Management Portal is to provide specific content or related documents that correspond with that service. An example of this would be any specific type of policy or procedure that directly relates to a service or a service category - This type of portal with a hierarchical collection of content directly maps to the new product catalog feature in SP 2013
- Drew A primary point of this session is to show that just because its called the “product catalog” it does not have anything to do with products, Any dynamic content can be displayed using this feature The concept of the product catalog at a very high level is that it allows you to separate the content that is being authored from the consumption of that content. There are many parts that go into process but that is the concept at the core. As it relates to ITSM is to organize all of the services and corresponding on an authoring site and present specific service content to consumers in a different site This is not just for on-premises configurations of SP, SP Online can now host a product catalog. There are some differences between the 2 that we will be going through later
- Drew The product catalog is made up of a lot of different aspects. This is a diagram that I put together that I believe highlights the key pieces that make up a “product catalog” I will start in the top left Cross-site publishing is the primary feature that makes this all possible. This feature activates the web parts and catalog features to allow functionality of authoring and publishing content. Once the prior feature is active you can start creating search driven sites. This isn’t necessarily a technical feature but a concept. Search is the key part to make this possible The next piece that makes up a product catalog is content, and mainly authoring content. This is the content that is intended to be used in the product catalog and be published. This can be page content, list, asset or document content. In the authoring sites you use term sets to tag the content. When you tag content with one or more terms, the terms become part of the metadata that is associated with the content. This metadata is used in the publishing site collections and used for managed navigation Once the content is ready to be published the catalog needs to be configured. This is where you configure sections of the catalog such as anonymous access, item identifiers, and navigation identifiers Before a library or list is shared as a catalog, content must exist and be tagged with a term. This all must be crawled as well. This will generate the crawled and managed properties that will be used to find the content across site collections. Then on the publishing site collection (which also has cross-site publishing enabled) will use search web parts such as the Content Search Web Part to query the content based on the properties and display it. The Content Search Web Part uses display templates as the end user design piece that displays content in a certain way. We will be going into more depth in nearly all of this as we continue. We will start with search and publishing content
- Matt This is a high level view of what makes up a product catalog with all of the pieces together and this is how the IT service management portal is put together . IT Service Management Content is built on the authoring site and tagged with the appropriate information based on terms in the term store The content is published via a catalog and once a crawl runs (which can occur quite frequently with continuous crawl) all of the items are now located in the crawl index Content can then be viewed on the publishing site Term Store – It is part of the Managed Metadata Service. Term Store is a collection of terms. Gives us the ability to classify, tag content to help us better managed and find content. 2 keys that make the term store important in this process are 1 – Putability and 2 – Findability of content - Putability - Putability is the concept or actually adding content to the site. The term store gives you the ability to govern these processes. - Once you put the content in, the findability is the ease of access to finding the content that you actually need. - For IT Service Management this can relate directly back to the ability to target the content to a user based on a service. That gives the user a better experience as they are only seeing the content that they want. And all of this is put together because of new powerful features of search in SharePoint
- Matt Robust and Enterprise FAST Search Not “set and forget it” rotisserie If there’s 2 features worth upgrading to SP2013 1. Search 2. New product catalog / cross publishing features 3. Bonus – Many performance and web standardization enhancements. Awesome new web part Content Search, (Content Query was limited to a site collection) Results sources – Search scopes – Everything, People, Video, Query Rules – Promoted result, grouping of results (result blocks), and ranking (like having HR policies first) Display Templates – 1 to many, controlling how content is displayed. Analytics – Beneficial for tuning SP search. What are people searching for and not finding.
- Matt One Search Platform – Previous we had multiple versions on search ( FAST Technology, FAST Search for SP, SP2010 Search Foundation) Crawl Component – Crawls / Indexes content. Uses local disk cache for further content procession Types of Crawl – Full, Incremental and Continuous (default 15mins) Content Processing – Processing the content and analyzes it before sending it to the index, creates better and cleaner index. Security Updates are done here. SP2010 this could take a long time 2013 much faster. Parses Docs and maps to managed properties. “Smart Title and Author Extractor” New in SP2013 will pick up titles and names and add it to the index. Prevents against poor naming of documents. Index - Add one index partition per 10 million items. Crawled property converted to Managed Property =Searchable, Refinable, Sortable, Queryable Query Processing – Reads the index partitions WFE – Event stream to Analytics Processing that feed back into index. Clicking on items boost relevancy and puts it into the Index. Analytics DB is created for Reporting Good UX / Browser Support
- Matt Scale – Can your solution scale. Yes product catalog can! What can scale: Managed Properties – painful in SP2010 to user mgd properties , Metadata Navigation, adding products/items, Multiple Site Collections– one for products and one for images With 2 pages you can… Category and Item page Utilize display templates that no longer needs to use XSLT Can use jquery, javascript or css per display template Breaking down site collection boundaries – Author in one, publish in another. You’re not limited to 1 site collection To go into the steps about configuring a product catalog let’s go back to Drew.
- Drew The first thing that needs to be done before configuring a product catalog (and really almost anything in SharePoint) is planning. Cross-site publishing architectures has the ability to span many site collections but also only be in one. The number of authoring and publishing site collections that you create depends on project requirements such as how many catalogs there will be. These architectures could be different for different types of scenarios such as Internet, Intranet, Extranet, or multilingual sites. Along with logical architecture security is important to know prior to configuration. Are you planning to do anonymous? Who will need this content? Who will own this content? Once you are ready to go you can create either your single site collection or multiple site collections using the SharePoint online admin center. The most common site collection types to be use are team site for the authoring and publishing for the publishing. Next you need to activate the SharePoint Server Publishing and Cross site publishing site collection features. Depending on the site collection that you pick you will also need to activate the site level SharePoint server publishing feature As we have discussed term sets are necessary in this process. This is what will be used for navigation. In a product scenario this is something like the product hierarchy. For example you have electronics -> then tvs -> then Samsung. This should be configured in the SharePoint online admin center using the managed metadata service if the plan is intended to be used across site collections. If this is a single site collection configuration it can be done at the term store at the site collection level. Also make sure that is marked as available for tagging Now that we have the term set configured we need to create the content types that will apply to the content. Best practice is to create these at the site level and not just add columns to a list or library. This ensures that any other lists/libraries or subsites that will be used can use the same content type. One of these columns (like item category) should point back to the term set created. There also needs to be a unique identifier for the item such as item number.
- Drew Now that the content type is built you can create the content sources on the authoring site and begin building content once the content type is added. In the screenshot below you will see a content type that I created based on the product catalog site collection. This includes an item number, group number, and item category as the primary columns. I also included a roll up image column that will be used on the publishing site to display images. I then created content that will be used. (this is required fully build out the product catalog) The next 2 steps happen on the same page but I wanted to separate them to discuss the importance. The first step is an easy one but a big one. Once you have enabled the features that we have previously discussed if you go to list settings on the authoring list you will see a new link called catalog settings. Click that link and you will have multiple options. The first checkbox is to enable this library or list as a catalog. This is a primary checkbox that needs to be checked to get everything started. This is what will make it viewable to the publishing sites. Small but big! Below that checkbox you will see the rest of the catalog settings. This includes the configuration of the way that you will be identifying the catalog items. This will be used as appended variables in the URL to identify the items. The next settings is the navigation hierarchy which will become the new managed navigation on the publishing site. On the catalog settings page is also where you can enable anonymous access.
- Drew Now that the catalog is configured a crawl first needs to be run. Once a crawl is run you can go to the publishing site collection and connect to the authoring site. This is done on the site settings page under the new link called “Manage Catalog Connections” Click “connect” on the catalog that you are configuring to set the catalog source settings. There is a lot that happens on this page and I don’t have time to go through it all but here are the highlights. Connection integration -> select integrate the catalog into my site to bring everything across including the navigation. Set the navigation hierarchy, navigation position, and navigation pinning based on our needs. In this scenario our hierarchy is based on the item category and we want to use the root of the terms. We also want to pin the terms to navigation for the site. Next Define catalog item url format to either point to the source site or keep it relative to this site (which is used in this process) The catalog item url was defined in the authoring site but you could change it here as well. As matt discussed everything is done using 2 pages. If you already have 2 pages created you can use those or else SharePoint can create 2 new pages for you. Click OK and you will see that the publishing site is now connected to the catalog and the navigation is pointing to the term that you declared
- Drew The last step is to customize the category and item pages. This is where the majority of the time will be used once the catalog is configured. If you had separate pages you can declare them in the managed metadata term store under the navigation tab. The customization of these pages will mainly be done using the content search web parts with custom display templates. On this slide you will see examples of the queries for both content search web parts for the category and the item page. For the category page select the new result source of the catalog which was created and restrict by current and navigation terms For the item page it is more complicated but you will want this to point to the item directly. To do this use the managed properties of the fields that you created and defined in the catalog item url. Use the format managedpropertyname:{URL.Token. 1 or 2 } url.token value represents the value in the URL as counted from the right to left. So URL.token.1 would be the last itme in the url after a slash. Such as /group/item number. In this example we used group number as the defining field so we want it to be url.token.2
- Drew The content that will return in the prior queries that we just talked about will be seen using display templates. Display templates are everywhere in SharePoint now. There used to not be a lot of documentation around them but it is getting better. Here are some quick points about display templates. There are 2 primary display templates used (control and item) The control is the template that covers all items that are returned. Think of this as the container. And the item template is used at the line by line level. Together they are used and applied to a content search web part. For a good product catalog setup there is no default display template that will work. New display templates must be built. Use the OOTB display templates as starting points. Copy and paste them to start. Display templates are store in the master page gallery of the site collection. An easy way to work with them is to map a drive to edit the HTML file directly. Make sure they are published prior to going live or anyone who cannot see the verions will not see the most recent version.
- Pete Product catalog content demo
- Matt Timer jobs run every 15mins can fall out of sync
- Matt
- Matt
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