playing tag: managed metadata and taxonomies in sharepoint 2010

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BA Insight Webcast July 2011 Chris McNulty Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Page 1: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

BA Insight Webcast

July 2011Chris McNulty

Playing Tag:Managed Metadata and Taxonomies in SharePoint 2010

Page 2: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

(4)Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.

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Agenda

• Metadata – definitions and taxonomy• Usage scenarios• Folksonomy usage• Taxonomy management• Tags and social networking• Content type hubs and publishing• Configuration Overview & Design Tips

Page 3: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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What is metadata?• Literally, “after data”• In practical usage, it means data about data• For SharePoint, it usually means data that describes or

classifies other data (lists) or documents (libraries)

Page 4: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Wait, what was SharePoint again?

Page 5: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Microsoft SharePoint 2010Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards Support

Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList Enhancements

Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced Pipeline

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivot

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS Communities

Search

Sites

Composites

ContentInsights

Page 6: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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SharePoint Information Architecture (http://intranet)

Page 7: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Terminology

• Taxonomy – A formal hierarchy of terms and tags, usually centrally administered and defined

• Folksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vanderwal – “people’s taxonomy”)

• Ontology - Formal representation of knowledge as a set of concepts within a domain, and the relationships between those concepts

• 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

Page 8: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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SharePoint Content Terminology

• Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.

• Content Type Hub – A site collection which operates as a central source to share content types across the enterprise

• Content Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.

Page 9: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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The bright frontier - 2010 Managed Metadata Service

• Centralized enterprise repository for tag hierarchies and keywords

• Publish and subscribe model for distributed content types

Page 10: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Scenario: Growth of an Information Architecture

• New company starts to develop products

• “X21 Screen Cleaner” is the first product

• Products team has a SharePoint site with a folder for product information

• Simple storage and navigation

Product Information

Products

Page 11: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Scenario: Growth of an Information Architecture

• Company hires its first marketing specialist

• Adds a folder to the library for marketing content

• Multiple products, but all information still in one spot

Product Information

Products

Marketing Information

Page 12: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Scenario: Growth of an Information Architecture

• In six months, marketing grows to a department, gets its own site

• Document physical storage becomes de facto taxonomy

Product Information

Products

Marketing Information

Marketing

Page 13: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Information Architecture Questions

• “I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”

• “I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”

• “I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”

Page 14: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

The answer….

Page 15: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Using MMS Taxonomy

• Add from common button

• Select from list tor type-ahead

• Consume from views, navigation, and search!

Page 16: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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IA Answers - Demo

• Tag sharing across multiple sites/collections– Products and Screen Cleaners

Page 17: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Folksonomy• Informal list of ad-hoc tags

or terms, usually built up over time through user defined keywords

• Centrally stored in the MMS application

• Easily enabled option for all document libraries

• Can also be applied to content outside SharePoint

Page 18: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Social tagging

• Tags are aggregated to each user’s profile page

• Tags have profile pages

• Tags can be “followed” just like people in SharePoint social nets

Page 19: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Search

• Tags are automatically crawled properties

• All tags and terms are available as left hand “refinements”

• Use metadata to start your search with precision

Page 20: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Demo

• Adding Managed Keywords to a library• Tagging and terms• Navigation• Search• Tags on personal profiles• Tag profiles

Page 21: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Taxonomy Administration

• Creating and managing terms and term sets

• Attaching to a library• Taxonomy navigation

Page 22: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Taxonomy Operations

• Term sets can be copied, relocated, and reused from existing terms

• Terms can be copied, reused, merged, deprecated, etc.

• Keywords (folksonomy) can be moved into a managed term set or deleted

Page 23: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Content Type Hubs

• Define one master site collection to house master content types

• Publish and synchronize across multiple farm and or site collections

Content Type Hub

Managed Metadata Service Application

Other Site Collection

Subscribed Content TypesLocal Content Types

Primary Site Collection

Page 24: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Demo

• Central Admin / Site Admin– Term sets and terms– Metadata fields– Navigation

Page 25: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Best Design Practices

Page 26: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

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Design - Shared Service Applications

• 2007 Shared Services Provider splits up

• Each of its elements (including MMS) is now a Shared Service Application (SSA)

• Records mgrs/librarians/info architects can administer metadata without becoming farm admins

http://globalweb http://itportal

Visio

Search

Excel Calc

Metadata

User Profiles

Page 27: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Twitter hashtag:

Physical and Logical Design

• Use Content Type Organizer rule to move new documents based on initial tags

• Use taxonomy and metadata to drive information lifecycle management processes (e.g. archiving)– Improve browsability and search relevance

Page 28: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Twitter hashtag:

Programming & Customization• C# use

Microsoft.SharePoint.Taxonomy

• PowerShell• Native web parts to

display tag clouds• Easily built web

parts to add statistics on tag usage

• Ask me for a sample!

Page 29: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Twitter hashtag:

Dark Secrets of MMS

Page 30: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Twitter hashtag:

Dark Secrets of MMS

• No granular security on tag definitions or tags as applied• No meta-metadata

– You can define products and group them hierarchically, but you can’t add a list price and then navigate or refine to find content by price

– Can’t tag a tag, can’t rate a tag, can’t “like” a tag– Can’t organize “personal” tags

• Client application support limitations– SharePoint Workspace 2010 can read but not write MMS tags– InfoPath browser client can’t read or write MMS tags

Page 31: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Twitter hashtag:

The 9 10 Some Adoption Rules1. Start small. Do NOT put everything in a term set. 2. Find “ friendlies”. Introduce keywords to users who understand the benefits3. Use default tags in context. 4. External data. Use BCS if tag definitions are outside SharePoint (G/L codes)5. Understand the security model and don’t put “secret” terms in a term store.6. Extend administrative access for nontraditional administrators (e.g. corporate

records staff)7. Plan for and deploy centralized content types. 8. If security requirements are simple - and document sharing is important, use the

Document Center to centralize document storage, and use content types and tags to classify docs.

9. Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted!

10. Synonyms! Synonyms! Synonyms!11. Taxonomy does NOT belong to IT!!!

Page 32: Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Twitter hashtag:

Thanks…and more info• From Microsoft:

– SharePoint 2010 site: http://sharepoint.microsoft.com– SharePoint Team Blog: http://blogs.msdn.com/sharepoint

• From KMA (www.kma-llc.net)– Monthly webinars on SharePoint 2010– Follow KMA on Twitter http://twitter.com/#!/KMALLC – Like KMA on Facebook

http://www.facebook.com/home.php#!/pages/Knowledge-Management-Associates-LLC/94463087794 – Join KMA’s Linked In group “New England SharePoint Answers”

http://www.linkedin.com/groups?gid=1854454&trk=myg_ugrp_ovr • From me

[email protected] / Twitter @cmcnulty2000– Blog http://blogs.kma-llc.net/microknowledge– For more:

• SharePoint Saturday NYC – July 30, 2011 (Project Server)• Fairfield CT SPUG – August 10, 2011 (BI)• SharePoint Saturday DC – August 11-13, 2011 (BI, ECM, Adoption, IT Admin, Project Server)• NJSPUG – September 14, 2011 (BI)