baspug may 2014 - taming your taxonomy in sharepoint
DESCRIPTION
Boston Area SharePoint Users Group - May 21, 2014TRANSCRIPT
![Page 1: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/1.jpg)
![Page 2: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/2.jpg)
Jonathan RaltonBlueMetal Architects
Taming Your Taxonomy in SharePoint
![Page 3: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/3.jpg)
AgendaSetting the StageOrientation
In Theory…
The Nitty-GrittyIn Practice…
ExerciseWrapping Up
Questions
![Page 4: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/4.jpg)
Setting the StageTaming Your Taxonomy in SharePoint
![Page 5: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/5.jpg)
ME
![Page 6: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/6.jpg)
Presenter
Jonathan Ralton• Senior Information Architect• SharePoint IT Pro since 2005
(WSS/SPS)• No code!• Document Management,
Content Management, Knowledge Management…
blog.jonralton.net
![Page 7: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/7.jpg)
YOU
![Page 8: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/8.jpg)
Audience
What roles are you in?
What are you hoping to learn?
![Page 9: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/9.jpg)
Orientation: In Theory…Taming Your Taxonomy in SharePoint
![Page 10: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/10.jpg)
In Theory…
SharePoint does this thing called
Content Management
![Page 11: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/11.jpg)
In Theory…Business Process
AutomationPortals Social
Co-Authoring
External Collaboration Workflow
Team Collaboration
Incident Management
Project Management
![Page 12: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/12.jpg)
Pleasantville
© 1998 New Line Cinema
![Page 13: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/13.jpg)
Wild Wild West
© 2014 Universal Studios
![Page 14: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/14.jpg)
In Theory…
What is…
• Content Architecture• Taxonomy
How do they relate?
Content Architecture
Taxonomy
![Page 15: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/15.jpg)
Content Architecture
1. The specification for a content management solution
2. A set of activities and outputs for effective content management
– Cleve Gibbon
![Page 16: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/16.jpg)
Content Architecture
![Page 17: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/17.jpg)
TAXONOMY
def·i·ni·tion [dèffə nísh'n]
![Page 18: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/18.jpg)
Taxonomy
“a classification into ordered categories”
– dictionary.com
![Page 19: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/19.jpg)
Taxonomy
A way to group things together
![Page 20: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/20.jpg)
In Theory…
•Qualities• Structured• Organized
•Methods• Grouping• Classification• Categorization
•Goals•Make findable•Make usable
![Page 21: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/21.jpg)
In Theory…
50%50%
Finding ContentNavigation Search
![Page 22: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/22.jpg)
In Theory…• What is it?• Is it useful to me?
![Page 23: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/23.jpg)
In Theory…
Taxonomy
FindabilityUsability
![Page 24: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/24.jpg)
In Theory…
Your taxonomy is an integral part of your content architecture plan
![Page 25: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/25.jpg)
In Theory…
Your content architecture is the foundation for achieving content management
![Page 26: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/26.jpg)
In Theory…
Art
Science
![Page 27: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/27.jpg)
In Theory…
A Process
An Outcome
![Page 28: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/28.jpg)
In Theory…
Process• Helps elicit ideas• Helps resolve prior mistakes
• Based on past experience
• Helps achieve buy-in
Outcome• Design Document• Artifacts
• Spreadsheet(s)• Chart(s)
![Page 29: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/29.jpg)
![Page 30: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/30.jpg)
![Page 31: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/31.jpg)
White Paper• Planning• Documentation• Inheritance
bit.ly/GovernanceinSharePointFeature
![Page 32: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/32.jpg)
The Nitty-Gritty: In Practice…Taming Your Taxonomy in SharePoint
![Page 33: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/33.jpg)
In Practice…Farms
Web Applications
Content Databases
Site Collections
Sites
Lists
Libraries
FoldersDocument Sets
Site Columns
Content Types
External Content Types
Managed Metadata
Crawled Properties
Managed Properties
![Page 34: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/34.jpg)
In Practice…
What are…
• Content Types• Site Columns
What will we do with them?
Content Types
Site Columns
Metadata
![Page 35: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/35.jpg)
In Practice…
Metadata
Content Types
Site Columns
Context
Lists
Taxonomy
![Page 36: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/36.jpg)
Let’s Ignore…
•External Content Types•Folksonomies
•Third Party Features/Apps
![Page 37: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/37.jpg)
CONTENT TYPE
def·i·ni·tion [dèffə nísh'n]
![Page 38: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/38.jpg)
Content Type
“a reusable collection of:1. metadata (columns), 2. workflow, 3. behavior, and other 4. settings for a category of items or documents in a…list or document library”
![Page 39: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/39.jpg)
Name Parent Name GroupSystem #N/A _HiddenDocument Collection Folder Folder _HiddenSystem Page #N/A _HiddenSystem Page Layout #N/A _HiddenSystem Master Page #N/A _HiddenAudio Rich Media Asset Digital Asset Content TypesImage Rich Media Asset Digital Asset Content TypesRich Media Asset Document Digital Asset Content TypesVideo Rich Media Asset Digital Asset Content TypesDocument Item Document Content TypesList View Style Document Document Content TypesForm Document Document Content TypesPicture Document Document Content TypesMaster Page Document Document Content TypesWiki Page Document Document Content TypesBasic Page Document Document Content TypesWeb Part Page Basic Page Document Content TypesLink to a Document Document Document Content TypesDublin Core Columns Document Document Content TypesDocument Set Document Collection Folder Document Set Content TypesFolder Item Folder Content TypesDiscussion Folder Folder Content TypesSummary Task Folder Folder Content TypesAnnouncement Item List Content TypesComment Item List Content TypesContact Item List Content TypesEast Asia Contact Item List Content TypesEvent Item List Content TypesIssue Item List Content TypesItem System List Content TypesLink Item List Content TypesMessage Item List Content TypesPost Item List Content TypesReservations Event List Content TypesSchedule Event List Content TypesSchedule and Reservations Event List Content TypesTask Item List Content TypesPage System Page Publishing Content TypesPage Layout System Page Layout Publishing Content TypesPublishing Master Page System Master Page Publishing Content Types
![Page 40: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/40.jpg)
Content Types – Inheritance
Item
Document
Picture
Announcement Contact Event Issue Link Post Task
![Page 41: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/41.jpg)
Content Types – Categories
Item
Document
Folder
Document Set
![Page 42: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/42.jpg)
QUICK EXPLORATION
![Page 43: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/43.jpg)
Content Types – Warning
DO NOT modify the out-of-the-box
content types!
![Page 44: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/44.jpg)
Content Types – Considerations
Site 1
Site 1.1Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
• Where to define (Scope)
![Page 45: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/45.jpg)
Content Types – Considerations
Intranet Home
IT Department
HR Department
Marketing Department
Sales Department
Benefits Team
Compensation Team
• Ad
• Development Plan
• Invoice
• Offer Letter
• Performance Review
• Purchase Order
• Salary Increase Request
• Termination Letter
![Page 46: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/46.jpg)
Content Types – ConsiderationsContent Type 1
Content Type 1.1
Content Type 1.1.1
Content Type 1.1.2
Content Type 1.2
Content Type 1.2.1
Content Type 1.3
• Hierarchy (Inheritance)• Levels of abstraction
![Page 47: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/47.jpg)
Content Types – Considerations• Ad• Development Plan• Invoice• Offer Letter• Performance Review• Purchase Order• Salary Increase Request• Termination Letter
![Page 48: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/48.jpg)
Content Types – ConsiderationsDocument
Ad
Invoice
Offer Letter
Purchase Order
Salary Increase Request
Termination Letter
![Page 49: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/49.jpg)
Content Types – ConsiderationsDocument
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Ad
Invoice
Purchase Order
![Page 50: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/50.jpg)
Content Types – ConsiderationsDocument
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document
Ad
![Page 51: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/51.jpg)
Content Types – ConsiderationsDocument
Master Document
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document
Ad
![Page 52: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/52.jpg)
Content Types – ConsiderationsStandard Shipping Request
Expedited Shipping Request
Air Freight Request
International Air Freight Request
Rail Freight Request
Ocean Freight Request
International Ocean Freight Request
• Shipping Approval• Expedited Shipping Approval• Exports Authorization
![Page 53: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/53.jpg)
Content Types – ConsiderationsShipping Request Type
Shipping Approval Type
Standard Shipping Request Type
Standard Shipping Request
Non-Standard Shipping Request Type
Air Freight Request
Rail Freight Request
Ocean Freight Request
Expedited Approval Type
Expedited Shipping Request
International Shipping Request Type
International Air Freight Request
International Ocean Freight Request
• Shipping Approval• Expedited Shipping Approval• Exports Authorization
![Page 54: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/54.jpg)
Content Types – Considerations
Site Content Type A
Content Type A in List 1
Content Type A in List 2
Content Type A in List 3
Content Type A in List 4
• Site vs. List/Library content types
![Page 55: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/55.jpg)
Content Types – Considerations• Link-based content types
![Page 56: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/56.jpg)
SITE COLUMN
def·i·ni·tion [dèffə nísh'n]
![Page 57: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/57.jpg)
Site Column
“a reusable column definition, or template, that you can assign to multiple lists across multiple
SharePoint sites”
![Page 58: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/58.jpg)
Site Column
a field
![Page 59: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/59.jpg)
Site Columns – Types• All Day Event• Audience Targeting• Calculated• Choice• Currency• Computed• Cross Project Link• Date and Time• External Data• File
• Hyperlink/Picture• Integer• Lookup• Managed Metadata• Multi-Text• Number• Number of Ratings• Person/Group• Publishing HTML• Publishing Image
• Publishing Schedule End Date• Publishing Schedule
Start Date• Rating (0-5)• Recurrence• Summary Links• System• Text• Yes/No
![Page 60: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/60.jpg)
Site Columns – ConsiderationsSite 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2
Site 1.2.1
Site 1.3
• Where to define (Scope)
![Page 61: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/61.jpg)
Site Columns – Considerations
Site Column Type A
Column A in List
1
Column A in List
2
Column A in List
3
Column A in List
4
• Site vs. List/Library columns
![Page 62: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/62.jpg)
Site Columns – Considerations
Choice
Lookup
Managed
Metadata
• When to use which type
![Page 63: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/63.jpg)
Site Columns – Considerations
• Plain text• Does not update• No metadata about choicesChoice Column
![Page 64: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/64.jpg)
Site Columns – Considerations
• ID;#Value• Does update•Metadata about choices• Projected Fields• Expand scope of List, but not
across Site Collections• Possibility for cascading lookups
Lookup Column
![Page 65: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/65.jpg)
Lookup Columns – Considerations
Site 1
Site 1.1Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
• Where to define (Scope)
List
List
![Page 66: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/66.jpg)
Site Columns – Considerations
• Hierarchy of terms• Scope across site collections, web
applications, farms• No metadata about choices in 2010• Extended Properties in 2013
• Can assist with navigation• No InfoPath support• No Document Information Panel support
• No Data Sheet View support• Folksonomy possibilities
Managed Metadata Column
![Page 67: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/67.jpg)
QUICK EXPLORATION
![Page 68: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/68.jpg)
Site Columns – Considerations• Too few columns?• Too many columns?• Required/Not Required?
![Page 69: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/69.jpg)
Site Columns – Considerations
My Column
• My%20Column
My Column
• mycolumn
• ‘Internal Name’/Static Name vs. ‘Display Name’/Title
![Page 70: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/70.jpg)
QUICK EXPLORATION
![Page 71: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/71.jpg)
METADATA
def·i·ni·tion [dèffə nísh'n]
![Page 72: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/72.jpg)
Metadata
“data about data”
– dictionary.com
![Page 73: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/73.jpg)
![Page 74: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/74.jpg)
![Page 75: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/75.jpg)
![Page 76: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/76.jpg)
![Page 77: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/77.jpg)
![Page 78: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/78.jpg)
![Page 79: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/79.jpg)
MetadataContent
Types
Site Columns
Metadata
![Page 80: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/80.jpg)
Metadata – Process
1. Identify common elements2. Identify unique elements3. Associate at the appropriate level(s) on the appropriate content
type(s)
![Page 81: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/81.jpg)
Metadata – ProcessDocument
Master Document
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document
Ad
• Employee Name
• Termination Date
![Page 82: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/82.jpg)
SharePoint Building Blocks
Metadata
Content Types
Site Columns
Context
Lists
Taxonomy
![Page 83: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/83.jpg)
SharePoint Building Blocks
Content Types• Use to…
• Maintain consistency across libraries and lists• Isolate workflow, policies, and
other settings• Information Management (Records
Management)• Etc.
Site Columns• Use to…
• Drive views• Expose via search• Drive reports• Preserve information• Trigger workflow• Etc.
![Page 84: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/84.jpg)
SharePoint Building BlocksFarm
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
Site Collection
Site
List/Library
Item
Site
List/Library
Item
Content Database
Site Collection
Site
List/Library
Item
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
List/Library
Item
Site Collection
Site
![Page 85: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/85.jpg)
Taxonomy/Context – Uses• Leverage security (List, Site)• Differentiate list-based workflows (List)• Segregate content (List, Site, Site Collection)• Facilitate geographic placement (Farm)• Control versioning (List)• Account for alternate authentication method(s) (Web Application)• Account for encryption (Web Application)• Etc.
![Page 86: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/86.jpg)
Taxonomy/Context – Approach
1. Determine what content is needed where2. Associate at the appropriate level(s) with the appropriate
container(s)
![Page 87: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/87.jpg)
Taxonomy/Context – Considerations
• The content that will be stored as items• The site and list/library columns that will identify, qualify, and differentiate those items from
each other• The content types that will help maintain appropriate metadata, workflow, behavior, and
other settings for different kinds of items
• The lists/libraries that will segregate those items within the sites
• The sites that will contain those lists/libraries
• The site collections that will contain those sites
• The content databases that will house those site collections
• The web applications that will contain those site collections
• The farms that will host those web applications
![Page 88: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/88.jpg)
Site Templates• Assets Web Database• Basic Meeting Workspace• Basic Search Center• Blank Meeting
Workspace• Blank Site• Blog• Business Intelligence
Center• Charitable Contributions
Web• Contacts Web Database
• Custom• Decision Meeting
Workspace• Document Center• Document Workspace• Enterprise Search Center• Enterprise Wiki• FAST Search Center• Group Work Site• Issues Web Database• Multipage Meeting
Workspace• Personalization Site• Projects Web Database• Publishing Site• Publishing Site with
Workflow• Records Center• Social Meeting
Workspace• Team Site• Visio Process Repository
![Page 89: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/89.jpg)
Library Templates• Asset Library• Dashboards Library• Data Connection Library• Document Library• Form Library• Picture Library• Record Library• Report Library• Slide Library
• Wiki Page Library
![Page 90: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/90.jpg)
List Templates• Announcements• Calendar• Contacts• Custom List• Custom List in Datasheet View• Discussion Board• External List• Import Spreadsheet• Issue Tracking
• Links• PerformancePoint Content List• Project Satisfaction Survey• Project Tasks• Status List• Survey• Tasks
![Page 91: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/91.jpg)
Content Type Publishing
Advantages• Manage ‘Enterprise Content
Types’ across site collections, web applications, and farms• High governance/control• Higher reuse
Disadvantages• Inheritance/Publishing• Workflows• Lookup Columns• Backup/Restore/Disaster
Recovery
![Page 92: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/92.jpg)
ExerciseTaming Your Taxonomy in SharePoint
![Page 93: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/93.jpg)
![Page 94: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/94.jpg)
![Page 95: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/95.jpg)
Deduction Management
Site
Deduction Library
Customer Operations Site
Deduction
Contract Library
Advertisement Library
Billback Library
Syndicated Data Library
Spin Report Library
Scan Data Library
Markdown Funds Library
Repay Library
Markdown Funds Site
Contract
Advertisement
Billback
Repay
Scan Data
Spin Report
Syndicated Data
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Deduction Type
Customer
Date Requested
Date Range Start
Date Range End
Contract Documents
Advertisement Documents
Billback Documents
Deduction Number
Repay Documents
Scan Data Documents
Spin Report Documents
Syndicated Data Documents
Product Category
Markdown
Deduction Status
![Page 96: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/96.jpg)
Exercise• Addendum• Amendment• Annual Report• Change Request• Collateral• Contract• Customer• Exhibit• Holiday• Invoice• Master Services Agreement
• Memorandum• Non-Disclosure Agreement• Policy• Proposal• Prospectus• Purchase Order• Resume• Schedule• Statement of Work• Supplier• Tax Return
![Page 97: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/97.jpg)
Wrapping UpTaming Your Taxonomy in SharePoint
![Page 98: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/98.jpg)
Wrapping Up
Content Architecture
![Page 99: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/99.jpg)
Wrapping Up
TaxonomyStructure
Organize
Label
Categorize
Group
![Page 100: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/100.jpg)
Wrapping Up
Taxonomy
FindabilityUsability
![Page 101: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/101.jpg)
Users move pretty fast.If you don’t stop and think about this stuff before you let them into your SharePoint sites, you could end up with a mess.
© 1986 Paramount Pictures
![Page 102: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/102.jpg)
TAMING YOUR TAXONOMY
1. PLAN AHEAD
2. DOCUMENT IT
3. FOLLOW YOUR GOVERNANCE POLICY
© 1986 Paramount Pictures
![Page 103: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/103.jpg)
They’ll all think you’re a righteous dude.
© 1986 Paramount Pictures
![Page 104: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/104.jpg)
QuestionsTaming Your Taxonomy in SharePoint
![Page 105: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/105.jpg)
![Page 106: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/106.jpg)
ReferenceTaming Your Taxonomy in SharePoint
![Page 107: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/107.jpg)
Key SharePoint Limits• Boundary: Static limits that cannot be exceeded by design• Threshold: Configurable limits that can be exceeded to accommodate
specific requirements• Supported: Configurable limits that have been set by default to a
tested value
![Page 108: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/108.jpg)
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Farm
Content Databases Supported Not Specified 500
Site Collections Supported Not Specified 500,000 Personal Sites250,000 Non-Personal Sites
Web Application
Content Databases Supported 300 Not Specified
Site Collections Supported 250,000 Not Specified
Content Database
Size Supported 200 GB – 4 TB 200 GB – 4 TB
Site Collections Supported 5,000 10,000 Total Sites2,500 Non-Personal Sites
Items Supported 60,000,000 60,000,000
![Page 109: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/109.jpg)
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Site Collection
Sites Supported 250,000 250,000
SharePoint Groups Supported 10,000 10,000
Users Supported 2,000,000 2,000,000
Site
Subsites Threshold 2,000 2,000
Lists or Libraries 5,000 Not Specified
Blog Posts Supported 5,000 5,000
Blog Comments Supported 1,000 1,000
![Page 110: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/110.jpg)
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
List or Library
Items Supported 30,000,000 30,000,000
Items in a Folder 5,000 Not Specified
Items in a View Threshold 5,000 5,000
Joins in a View Threshold 8 8
Unique Security Scopes Threshold 50,000 50,000
Columns Threshold 276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata
276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata
![Page 111: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/111.jpg)
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Document
Size Boundary 2 GB 2 GB
Major Versions Supported 400,000 400,000
Minor Versions Boundary 511 511
Coauthoring Concurrent Editors
Threshold 10 10
Page
Web Parts Threshold 25 25
Security
SharePoint Groups per User Supported 5,000 5,000
Active Directory Groups or Users per SharePoint Group
Supported 5,000 5,000
![Page 112: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/112.jpg)
Links
SharePoint 2010 SharePoint 2013 SharePoint Online
Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources bit.ly/SPO-Resources
Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service
Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits
SharePoint Maturity Model www.sharepointmaturity.com
Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw
Discontinued Features and Functionality bit.ly/1bhrLKr
![Page 113: BASPUG May 2014 - Taming Your Taxonomy in SharePoint](https://reader033.vdocuments.site/reader033/viewer/2022061209/548561f1b4af9f87258b45ee/html5/thumbnails/113.jpg)
Links
My Knowledge Management (KM) Resources Click Here
My Enterprise Content Management (ECM) Resources Click Here
My Web Content Management (WCM) Resources Click Here
My SharePoint Resources Click Here
My Records Management Resources (RM) Click Here