This document discusses how to use content types, taxonomy, and search to organize and locate content in SharePoint 2010. Content types define metadata schemas that can be applied consistently across documents. Taxonomy terms provide consistent metadata values. Search can then locate and aggregate content based on the metadata through customization of search results and refinement. The document provides examples of how to create and reuse content types, apply taxonomy, and customize search to expose the metadata.

1. WHERE DID I PUT THAT?
SHAREPOINT 2010 DOCUMENT
MANAGEMENT WITH CONTENT TYPES,
TAXONOMY & SEARCH
Patrick Tucker
tuckersnet@live.com

2. Bio
 Patrick Tucker
 Strategic Data Systems, MS Gold Partner
 Principal Consultant, SharePoint
 MCT, MCTS, MCPD, MCITP, MCSD, MCAD,
MCDBA
 tuckersnet@live.com
 Blog: www.tuckersnet.com
 Twitter: @TuckersNet

3. About SDS
SDS Custom SharePoint Solutions
Specializing in Agile development and SharePoint coding experience to
create an optimal solution for your unique SharePoint application and
integration needs.
· Workflow & InfoPath Forms for Business Process Automation
· SharePoint Reports & BI Integration
· Portals & Collaboration
· Content Management
(Agile Practices for proven faster delivery, higher quality, & increased business value.)

4. Today’s Conversation
 How to use Content Types to apply consistent
metadata columns across documents, items &
pages
 How to use the Taxonomy Term store to apply
consistent values across documents, items &
pages
 How to use SharePoint Search to locate and
aggregate content based on metadata by
customizing search results and refiners

5. Where to begin?
 How do I organize list and library data in
my SharePoint environment?
 The focus should be not only on
organizing but on locating content when
you need it.

6. Reduce, Reuse and Recycle
 First determine what kind of information to
store along with your data.
 Reduce business requirements and
definitions into reusable types to be used
in libraries, sites and the Enterprise
 Content Types are the reusable building
blocks for SharePoint data
 Content can be recycled (or moved)

7. What Are Content Types?
 definitions, schemas
 collections of site columns
 are all about metadata – another
tasty layer of data on top of the
content
This metadata can be surfaced in the
SharePoint UI, Document Information Panel,
workflows, pages and InfoPath forms

8. Creating and Using Content
Types
 OTB Content Types
 Custom Content Types
 Site Settings…Site Collection Administration…Site
Content Types gallery
 Created using site columns, which may be created on
their own

9. Metadata and Content Types
 List level - columns associated with list/library
 Site level – shared content definitions
 Enterprise Level – Content Type Hub
 Values may be driven by taxonomy terms
(think of choice fields on steroids)

10. Applied Metadata
 Metadata is applied to list items and
documents
 Column data is saved along with other data

11. Pages Too!
 Your SharePoint pages are documents too and
are built from content types
 Metadata can be displayed on the page
 Can be created in SharePoint Designer or
through declarative code in Visual Studio
Content Page
Page
Type Layout

12. DEMO
 Content Types in action!

13. Reusing Content Types
 Reuse the definition by building on it through
inheritance
 Document  Specialized Document
 List Item  Specialized List Item
 Reuse content types across the enterprise with
Content Type Syndication
 Enforces governance – consistent use of content
types across the enterprise
 One site creates and shares Content Types
 Other sites are subscribers to those types

14. Content Type Syndication
 MMS Properties is the place to start
 Create and publish content types in the “hub”
site and consume in sites within the web
application
 2 Timer jobs control availability – “Content
Type Hub” and “Content Type Subscriber”

15. Content Organizer
 The Content Organizer feature lets you
automatically route submitted content based on
Content Type
 Content Organizer Rules are created to route
documents to a drop off library or other
configured Send To location

16. Content Organizer Settings

17. Taxonomy Term Store
 Metadata is about consistency of data fields,
taxonomy is about consistency of data
values
 Terms Sets contain terms which can easily
be updated over time

18. Where is Taxonomy
Surfaced?
• THE TAXONOMY PICKER CONTROL
 Managed Metadata
Columns
• THE DOCUMENT INFORMATION
PANEL
• SEARCH

19. Demo
 Content Type Reuse and Managed Metadata

20. Organizing Content
 How do we group items together in SharePoint
 Listsand Libraries
 Folders
 Document Sets
 Taxonomy and Search

21. How Search Exposes Taxonomy
Values
Taxonomy • Taxonomy fields in your
content are crawled and
Fields generate a search
property
Crawled
• Search managed
Managed properties are
Properties manually created and
mapped to crawled
Mapped properties
Search • Search uses
managed properties
Uses in refinement and
Properties querying

22. Search Managed Properties
 Managed properties allow refinement and
search scopes to work with content type
metadata
 Are mapped to crawled properties

23. Custom Search Results
 The Search Core Results web part can be
customized to display a specific filtered result
 The “append text to query” property allows us
to use managed property = value to confine
search to a specific taxonomy term
 Fixed Keyword Query used to search by
content type

24. Search Refinement
1. Create a new managed property mapped to
ows_ContentType
2. Run a full crawl on your content source
3. Edit the Refinement Panel web part on your
search results page, add XML to the Filter
Category Definition property
<Category Title="Content Type" Description=“ct description”
Type="Microsoft.Office.Server.Search.WebControls.ManagedPropertyFilterGenerator"
MetadataThreshold="5" NumberOfFiltersToDisplay="4" MaxNumberOfFilters="0"
SortBy="Frequency" SortDirection="Descending" SortByForMoreFilters="Name"
SortDirectionForMoreFilters="Ascending" ShowMoreLink="True"
MappedProperty="ContentTypeRefinement" MoreLinkText="show more"
LessLinkText="show fewer"/>

25. Questions
 Patrick Tucker
 tuckersnet@live.com
 @TuckersNet
 www.tuckersnet.com