managed metadata and taxonomies in sharepoint

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  • 1. Playing Tag:Managed Metadata and Taxonomies in SharePoint 2010SharePoint Saturday San DiegoFebruary 2011Chris McNulty

2. About Me Working with SharePoint technologies since 2000/2001 20 years consulting and financial services technology(Santander, John Hancock, GMO, State Street) MBA in Investment Management from Boston CollegeCarroll School of Management Write and speak often on Microsoft IW technologies(blogs & books) Microsoft MCSE/MCTS/MSA/MVTSAbout KMA Full-service IT consulting firm established in 1995 29 employees: Partner, PM, Analyst, Developer, QA Microsoft technology focus: Microsoft Gold Certified Partner / Working withSharePoint technologies since 2001 Specialties in Collaboration: Portals, Communities and ContentManagement Insight: Enterprise Search and Business Intelligence Productivity: Forms and Office ClientCustomization, Mekko Graphics (ISV) 3. About Home (3)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 4. About Home (4)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 5. Microsoft SharePoint Server 2010 the bright frontier Eastern Long Island, July 4, 2010 6. AgendaMetadata definitions and taxonomyUsage scenariosFolksonomy usageTaxonomy managementTags and social networkingContent type hubs and publishingConfiguration Overview & Design Tips (6)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 7. What is metadata? Literally, after data In practical usage, it means data about data For SharePoint, it usually means data that describes orclassifies other data (lists) or documents (libraries)(7)Twitter hashtag:Copyright 2010 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsny 8. Terminology Taxonomy A formal hierarchy of terms and tags, usuallycentrally administered and defined Folksonomy - Informal list of ad-hoc tags or terms,usually built up over time through user defined keywords(Thomas Vanderwal peoples taxonomy) Term Store A database that houses taxonomies Term Set The second level of a taxonomy Term (a/k/a tag) An element of the defined taxonomy (8)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 9. SharePoint Content Terminology Content Type A reusable collection of settings andrules applied to a certain category of content inSharePoint. Content Type Hub A site collection which operatesas a central source to share content types across theenterprise Content Type Syndication Publishing content typesacross multiple sites, site collections, web applicationand/or farms.(9)Twitter hashtag:Copyright 2010 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsny 10. The bright frontier - 2010 Managed Metadata Service Centralized enterpriserepository for taghierarchies andkeywords Publish and subscribemodel for distributedcontent types(11)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 11. Scenario: Growth of an Information Architecture New company starts todevelop products X21 Screen Cleaner is Products Product Informationthe first product Products team has aSharePoint site with afolder for productinformation Simple storage andnavigation(12)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 12. Scenario: Growth of an Information Architecture Company hires its firstmarketing specialistProducts Adds a folder to theProduct Informationlibrary for marketingcontentMarketing Information Multiple products, butall information still inone spot(13)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 13. Scenario: Growth of an Information Architecture In six months,marketing grows to adepartment, gets itsProductsProduct Informationown siteMarketing Document physicalMarketing Informationstorage becomes defacto taxonomy(14)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 14. Information Architecture Questions Im in the marketing group, and I just finished a newproduct sheet for the X-21 project do I keep it on mysite, or on the products site, or save it to both places? Im in the product group, and theres a productinformation sheet for the X21 Screen Cleaner is thatthe most recent version, or do I have to double check onanother site? Im searching for information on the X-21 product dowe call it X21, or X-21? Why cant we use both?(15)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 15. IA Answers - Demo Tag sharing across multiple sites/collections Products and Screen Cleaners (16)Twitter hashtag:Copyright 2010 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsny 16. Folksonomy Informal list of ad-hoc tags or terms, usually built upover time through user defined keywords Centrally stored in the MMS application Easily enabled for each document library(17)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 17. Social tagging Tagging activities are always available form acommon UI Tags are aggregated to each users profile page Tags themselves get profile pages(18)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 18. DemoAdding Managed Keywords to a libraryTagging and termsTags on personal profilesTag profiles(19)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 19. Taxonomy Creating and managingterms and term sets Attaching to a library Taxonomy navigation(20)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 20. Demo Term sets and terms Metadata fields Navigation(21)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 21. Content Type Hubs Define one master site Managed Metadata Service Applicationcollection to housemaster content types Publish and Primary Site CollectionContent Type Hubsynchronize acrossmultiple farm and or Other Site Collectionsite collections Local Content Types Subscribed Content Types (22)Twitter hashtag:Copyright 2010 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsny 22. Search Tags areautomaticallycrawledproperties All tags and termsare available asleft handrefinements(23)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 23. Best Practices 24. Design ConsiderationsDynamic external tagsTag securityOpenness vs. closed term setsFederated administrationContent types & site columns - practical guidanceRole of Master Data Services in SQL 2008 R2Programmability(25)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 25. Design Dynamic External Tags One way data importlimits BCS provides alternativetag techniques BCS data source can bemaintained externally, orby publishing the sourceas an External List. External Lists act almost identically to native SharePoint lists in the UI.(26)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 26. Design - Security Security is limited to the term set level All child terms inherit this visibility setting What you cant do is this: Tag (Viewers) Northwind (Andy & Bob) Contoso (All Employees) Oracle (Executive Team Only)(27)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 27. Design - Openness Folksonomy - Managed Keywords are usually open, andallow users to add new terms interactively throughtagging. Taxonomy - Managed term stores are usually closed, andrequire administrators to add new terms. Open folksonomies and closed taxonomies is a goodpractice. May become a best practice Watch trends in casual social tags and evaluate promotion to formal taxonomy. (28)Twitter hashtag:Copyright 2010 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsny 28. Design - Shared Service Applications The 2007 Shared ServicesUser ProfilesProvider has been brokenSearch Metadataup. Each of its elements is now Excel CalcVisioa Shared ServiceApplication MMS is also a SharedService Application Records/librarians/IA canadminister metadatawithout becoming farm http://globalweb http://itportaladmins (29)Twitter hashtag:Copyright 2010 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsny 29. Design Content Types Use Document ID function uniformly among hub andsubscribers otherwise content types arent published Check logs for content publishing if you have questions Republish and use options & timer jobs to force updates Site columns, especially choice lists, can behave unexpectedly. Column definitions and lookup values will be copied to each separate site collection Lookup values can be locally edited and changed. They reset to master values the next time the content type is published. Changes to Content Organizer, Records Management andRetention Policy reduce the need for more content types(30)Twitter hashtag: Copyright 2010 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #spsny 30. Design for SQL 2008 R2 Master Data Services Not just for BI! Centralized repository of facts for metadata,dimensions, etc. Provides Hierarchy of attributes and entities Security, workflow, data batching and forensics Coexistenc