meeting # 82 welcome to the minnesota sharepoint user group september 14 th, 2011 metadata in...

Meeting # 82

Welcome to the Minnesota SharePoint

User Group

http://www.sharepointmn.com

September 14th, 2011

Metadata in SharePoint

Donald Donais

Meeting # 82

Agenda

• Introductions• Planning• Content Types• Metadata• Break• Managed Metadata• Q & A• Wrap-up and Giveaways

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User Group Goal / Objectives

Develop and support a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions

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Introductions – MNSPUG Sponsors

Avtex (www.avtex.com) • Technology consulting company• Practice area focused on SharePoint

Benchmark Learning (www.benchmarklearning.com)• Training on many technologies

Microsoft (www.microsoft.com)

Wrox Press (www.wrox.com) O’Reilly (www.oreilly.com)

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www.SharePointMN.com

• Website for user group• SharePoint resource documents• SharePoint resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations

• info@sharepointmn.com www.sharepointmn.com

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Social Networking• Linked In group – The most interactive… includes job postings…

http://www.linkedin.com/groups?gid=1878792

• Facebook group

http://www.facebook.com/home.php?#/group.php?gid=27333305456

• Twitter tags - @MNSPUG and #MNSPUG

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Upcoming Schedule• Next Meeting

• October 12th 9:00 AM to 11:30 AM

• Microsoft’s Bloomington Office

• Topic: TBD

Check www.SharePointMN.com for updates!

• Ongoing Schedule• 2nd Wednesday of every month

• 9:00 to 11:30 am

• Microsoft’s Bloomington Office

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Local and Online Events

ScarePoint Saturday – October 29th (confirmed)http://www.sharepointsaturday.org/twincities/default.aspx Normandale College– Bloomington, MN

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Local and Online Events

http://www.EngageEvent.net/

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Giveaways!

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Presenter Introduction

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Quick Intro

Donald Donais• SharePoint Consultant• Drummer• @dondonais• talesfromitside.wordpress.com

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Before We Begin, Let’s Talk About . . .

SharePointGovernance

Information Architecture

Discovery Search

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SharePoint Governance

• Roles and Responsibilities• Security• Structure• Communications• Training• Document Management Strategy• Search Strategy• Information Architecture

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Discovery• How do SharePoint users

find their information?• Hunt, seek and find!• Search• Let someone else tell us!

• Relevancy• Refinement• Content by Metadata/People

• Frequently• On Demand

• How often to they need the information?

• What are they looking for when they get their results?

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Information Architecture

• Hierarchy• Metadata (Site Columns)• Keywords/Best Bets• Managed Metadata• Content Types• Views

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Search

What do you look for when using searching?

• No Matter What, Need Good Metadata!

Keywords/ Best BetsManaged Metadata

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Content Types

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Content Types• Reusable definition

NOT just for documents

• Settings Columns Workflows Templates Document Information Panel Document Conversion Policies

• Inheritance CAN NOT be reset

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Content Types Location

Web application• Available between Site Collections

Site Collection Level• Available to all site within Site Collection

Site Level• Available to all Lists and Libraries within Site

List or Library (Local)• Only Available here!

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• Special Content Type• Shared metadata• Default content• Configure Welcome page• Single entity• ONLY be used for documents• Add more documents to set• CAN NOT nest sets

Document Sets

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• Publishing Syndication Hub

• Managed Metadata service• Site Collection feature

Publishing Settings• Publishing• Unpublish• Republish

Error Log• Hidden List

Timer Jobs

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More on Syndication Hub

• Custom fields & External Content types not supported• Workflows are not supported – assigned at local level• Published Content Types are Read-Only• Published Content Types are consumed at root and

flow down• Document Templates are published• Feature dependencies are not activated automatically

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External Content Type

• Business Connectivity Service XML file defines an

content from LOB data source

Content lies outside of SharePoint

• Created with SharePoint Designer 2010 Visual Studio 2010

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Content Type Demo

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Metadata

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Metadata

Audience Participation

• What is Metadata?• What is appropriate Metadata?• Where should Metadata be applied within SharePoint?

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Single line of text Multiple lines of text Choice Number Currency Date and Time Lookup Yes / No (Checkbox) Person or Group Hyperlink or Picture Calculated (based on other columns) External Data (connected to BCS – local only) Managed Metadata Full HTML content with formatting and constraints for publishing (Site Column) Image with formatting and constraints for publishing (Site Column) Hyperlink with formatting and constraints for publishing (Site Column) Summary Links data (Site Columns) Rich media data for publishing (Site Column)

Metadata Columns

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Views

• Used within Lists and Libraries• Show information within certain context• Used to refine and narrow content• Used with majority of List and Libraries• Replacement for Folder Tree

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Types of Views• Standard• Calendar• Datasheet• Gantt• Access• Custom View in SharePoint Designer

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• List Settings Navigation Hierarchies Filters Automatic Indexing

Metadata Navigation

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Other Consideration

• Adjusting SharePoint Indexing Site Level List & Library Level Column Level

• Options Include Site Level Indexing Site Indexing of ASPX Page

Content List/Library Level Indexing Column Level up to 20

Indices

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Metadata Demo

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Break

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Managed Metadata

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Managed Metadata

• Managed Metadata Service• Managed Metadata Columns• Tags• Taxonomy / Folksonomy

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Managed Metadata Service• Service Application

Identify Content Type Syndication hub

• Service Application Proxy Limits

• Only one per service application Identify default storage location

• Enterprise Keywords• Column Term Sets

Consume or Push-down Content Type publishing Delegate Administration Bulk import from .CSV

• Term Group / Term Store Limits

• Many per service application• Up to 1,000,000 items / store

Delegate Managers and Contributors

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Managed Metadata Service - continued• Term Set

Limits• Up to 1,000 / term store

Contact (used for feedback link) Submission Policy Social Tagging Sorting

• Term Limits

• Up to 30,000 / term set• Up to 7 nested levels

Labels / Synonyms Social Tagging

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Managed Metadata Columns

• New column type Better than “Choice” Site or List Column Multi-Value

• Bind to term set or term Needs to be “available for tagging”

• Add to List / Feedback• Automatically populates search refinements

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Tags

• Tags & Notes control “Use Social Features”

permission Suggested Tags Auto complete Synonyms

• Enterprise Keywords & Other Terms “Available for Tagging”

• Tag items inside AND outside of SharePoint

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Taxonomy vs. Folksonomy

• Taxonomy Corporate Terms “Top down” approach Enforce common terminology Utilize Term Groups / Term Sets Examples (Products, Departments, etc.)

• Folksonomy Everyday terms “Bottom up” approach Utilize Enterprise Keywords General lack of structure May be promoted to taxonomy Examples (Flickr, del.icio.us)

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Managed Metadata Demo

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References• SharePoint 2010 Content - http://

sharepoint.microsoft.com/en-us/product/capabilities/content/Pages/Content-Management-System.aspx

• Plan to share Terminology and Content Types - http://technet.microsoft.com/en-us/library/ee519603.aspx

• Managed Metadata overview - http://technet.microsoft.com/en-us/library/ee424402.aspx

• Social Tagging - http://technet.microsoft.com/en-us/library/ff608137.aspx

• SharePoint 2010 - http://sharepoint.microsoft.com• Wictor Wilen Term Store Bulk Import - http://bit.ly/oedsui

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Q & A

http://www.sharepointmn.com

Meeting # 82http://www.sharepointmn.com Meeting # 79

Thanks for coming!

http://www.sharepointmn.com